The NY Harbor VA Healthcare system is currently recruiting for three Supervisory Medical Support Assistants for the Health Administration Service at the Manhattan VAMC, and Brooklyn VAMC locations. Supervisory MSAs plan and direct programs at Medical Centers and outpatient clinics. The incumbent will provide administrative and technical supervision necessary for accomplishing the work of the unit.

Duties

Major duties include but are not limited to: Performs the administrative and personnel management functions relative to staff supervised. Establishes guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system. Observes workers' performance; demonstrates and conducts work performance critiques. Provides informal feedback and periodically evaluates employee performance. Resolves informal complaints and grievances. Develops work improvement plans, recommending personnel actions as necessary. Provides advice and counsel to workers related to work and administrative matters. Effects disciplinary measures as appropriate to the authority delegated in this area. Reviews and approves or disapproves leave requests. Assures that subordinates are trained and fully comply with the provisions of the safety regulations and with VHA Scheduling Directives 1230, 1231, 1232 Plans work to be accomplished by subordinates; set and adjust short-term priorities and prepare schedules for completion of work. Assigns work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees. Receives and relays incoming and outgoing telephone and intercom messages. Receives and responds to unclear inquiries from patients concerning a variety of medical, personnel, and administrative matters. Receives and directs patients and visitors, answers routine inquiries and obtains necessary record information prior to patient's visit. Makes patient appointments and/or makes or assists in making the determination as to the patient's eligibility for benefits. Receives, schedules, and routes patients applying for care. Receives new and recurring applications for care. Procures data from official records, verifies information contained in the application. Enters no-show information for patients who fail to report for scheduled appointments, rescheduling patients as directed by the physician. Determines the nature of the patient's medical care needs, questions, or complaints and answers questions, provides information, gives guidance, and initiates action as appropriate. Maintains contact with medical and clerical staff in various clinics and wards to resolve delays and misunderstandings in the medical administrative aspect of providing medical care. Responds to technical questions regarding patient rights and responsibilities and medical eligibility for care. Serves as key member of the patient care team providing crucial administrative advice and guidance. Work Schedule: 8:00a-4:30p Monday-Friday Telework: Not available. Virtual: This is not a virtual position. Functional Statement #: 24328-F Relocation/Recruitment Incentives: Not authorized. Permanent Change of Station (PCS): Not authorized.

Requirements

Qualifications

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 must be thoroughly documented in your resume to receive credit for experience. Transcripts must be submitted in order to receive credit for 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 the entry level for which both education and experience are acceptable. English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. 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: Creditable Experience. Knowledge of MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting. Experience satisfying this requirement may be paid/non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting. Quality of Experience. Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of varieties as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. 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. AND; 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 Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-8. Physical Requirements: See VA Directive and Handbook 5019.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address VA NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 US
• Name: Kimberly Ohalloran
• Email: [email protected]