The incumbent serves as the Supervisory Medical Support Assistant (MSA) in an outpatient clinic or inpatient ward setting. The incumbent plans and directs programs for the Health Administration Service (HAS) at the VA St. Louis Health Care System (VASTLHCS), St. Louis, Missouri. The VASTLHCS encompasses acute, sub-acute, and intermediate inpatient, nursing home, and comprehensive outpatient care at two Divisions, and four Community based Outpatient clinics.

Duties

***Announcement closes on 12/11/2023 or once it reaches 40 applicants*** The incumbent directs programs at the VA St. Louis Health Care System and satellite outpatient clinics. Incumbent has full responsibility for supervising at least one Lead MSA. Assignments include, but are not limited to: evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making final recommendations for final decisions on hiring selections; evaluating performance, and taking disciplinary action, when necessary. The incumbent has had administrative and professional responsibility for planning and directing the subordinate Lead MSA and MSA's activities. The incumbent is responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures. This includes the daily ward status report, GNAV statistics, and other reports as needed and as requested by HAS leadership. The incumbent supervises GS-679-3/4/5/6/7 Medical Support Assistants, Advanced Medical Support Assistants, and a Lead Medical Support Assistant(s). Inpatient ward supervisors can work on one of several shifts as inpatient ward coverage is 24 hours a day, 7 days a week. Outpatient clinic and call center supervisors work Monday-Friday during the day shift. Overtime could be required during peak or special project periods. The incumbent works closely with the Health Administration Service Office of the Chief staff, to include the Assistant Chief, PAS staff, the Training Specialist, the Records Information Manager, the Administrative Officer, and the Program Manager to ensure close cohesiveness and team work between off tour and business day management staff. The incumbent participates in the hiring selection process by reviewing applications, sitting on a selection panel, and making recommendations to the Chief/Assistant Chief, HAS for hiring purposes and final approval. The incumbent coaches and trains staff and ensures full scope of training completion to ensure coverage at any given time. The incumbent is responsible to orient newcomers to the MSA setting, review all policies, and, if needed, write/update SOPs and Medical Center Policies in draft form. Incumbent oversees all clerical processes and disseminates workload to staff to ensure timely and efficient processing. The incumbent works closely with HAS inpatient ward management to review all patient movements from the day before and ensures movement errors are corrected and training is provided to the MSA or AOD who made the movement error. The incumbent works closely with clinic and HAS leadership on scheduling issues, including missed opportunities, and access. The incumbent has the responsibility to manage the tour of duty work schedule for the MSA staff. Incumbent will conduct monthly staff meetings for MSA staff. Incumbent recommends promotions and step increases; and recognizes employees through the recognition programs. Completes annual performance reviews and appraisal evaluations for all assigned employees. Incumbent prepared correspondence for HAS leadership review, as needed. Incumbent prepares briefings using slide presentations and briefs application staff or outside agency on responsible program; and extracts statistical data from various workload and staffing reports. Presents HAS department functions to outside evaluators (inspection teams); collects data, as requested, and presents to evaluator. The incumbent submits necessary budget and equipment needs and follow-through with requests. Considers the mission and strategic goals when making/improving processes and programs. Always presents a positive image of the VA St. Louis Health Care System and the Health Administration Service to others. Coaches staff to do the same. Maintains a positive attitude and mentors staff to do the same. Work Schedule: Monday- Friday , Rotating Shifts, Nights and Weekend shifts available. Work schedule will be discussed during the interview process. Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 000000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. Basic Requirements: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. Experience and Education Experience. Six months experience of clerical, office, [customer service], or other [administrative] work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; OR, Education. One year above high school; OR, Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria). Grade Determinations: Supervisory Medical Support Assistant, GS-8 Experience. One year of experience equivalent to the GS-7 grade level [leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: Ability to provide the full range of administrative and supervisory duties to at least one subordinate MSA supervisor or team leader in a patient support setting which includes assignment of work, performance evaluations, selection of staff, and recommendation of awards and/or advancements. Ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with internal and external customers to ensure quality/continuity of care and ensure compliance with established policies and regulations. Ability to provide briefings, orientations, staff development, and training in a patient support setting. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment. References: VA HANDBOOK 5005/117 PART II APPENDIX G45. MEDICAL SUPPORT ASSISTANT QUALIFICATION STANDARD GS-0679 The full performance level of this vacancy is GS-08. The actual grade at which an applicant may be selected for this vacancy is GS-08. Physical Requirements: Typically, the Supervisory Medical Support Assistant must be able to operate a computer terminal and be able to manage multiple activities at one time. Work is generally sedentary; however, there may be some walking, standing, bending, and carrying of light items.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address VA St Louis Health Care System 1 Jefferson Barracks Drive St. Louis, MO 63125 US
• Name: Celena Bruce
• Phone: 909-871-7874
• Email: [email protected]