Medical Administration Officer

Medical Administration Officer

Department: Department of Veterans Affairs

Location(s): Nashville, Tennessee

Salary Range: $106437 - $138370 Per Year

Job Summary: The Medical Administration Officer serves the Business Office and other management and supervisory personnel by analyzing, evaluating, advising, and/or coordinating administrative operations. Assists the Chief, Business Office in the development and implementation of special consideration to the integration of internal administrative policies, compliance with Veterans Health Administration (VHA) guidelines, standards and requirements.

Major Duties:

• The Medical Administration Officer serves as the Assistant Chief, Business Office and provides direct supervision to Program Managers of the Business Office, such as, Tennessee Valley Healthcare System (TVHS) Scheduling Program Manager; Eligibility Program Manager. Also, exercises managerial authority over the Administrative Officers of the Day (AODs). The incumbent is fully involved in personnel management, budget control, planning, and data retrieval of each program. Duties include but not limited to: Major duties include but are not limited to: Leads in developing internal policies and programs concerning matters as equal opportunity, merit promotion, labor management relations and position management. Provides healthcare system management advisory service and high-level management input into the most complex administrative management deliberation/decisions. Works closely with service personnel involved in budget planning and statistical projections utilized by management to assure an accurate and workable loan. Effectively deals with key professional and administrative personnel in government and community affairs. Collaborates with the Chief, Business Office in making resource decisions relating to acquisition of new equipment and FTEE and assists with the coordination or resources to ensure the success of construction, location, and space allocation projects. Assists in the development and maintenance of reporting and review systems, which provides meaningful information to top management for effective decision making. Establishes effective working relations with all services within the healthcare system. Collaborates under the direction of the Chief, Business Office, on service projects, designs and plans and conducts studies in all areas of the healthcare system which may change existing work operations and procedures. Establishes and maintains good relations with various groups and organizations such as other hospitals, medical societies, medical schools and other colleges. Responsible for providing the influences, motivation, and persuasion which fosters the acceptance and exercise of sound management concepts, practices, and innovations. Serves in an acting capacity in the absence of the Chief assuming responsibilities of all duties involved. Participates in public speaking engagements, meetings, and public relations events. Recognizes the different functions and motivations of various employees and groups in the healthcare system and be able to communicate effectively with each in order to gather information. Takes action to effectively solve problems before they have an adverse impact on the organization or other employee. Discusses, investigates, and responds to employee grievances and dissatisfactions in order to resolve conflicts. Ensures effective integration of efforts/activities with other medical center operations and with community based agencies and activities. Hears and resolves staff concerns and complaints and as appropriate, refers group grievances and unresolved serious complaints to Chief. Serves as the consultant on legal aspects of matters involved in the admission; retention; and discharge of patients. Evaluates alternate proposals or problem solutions and presents conclusions to management. Represents Chief, Business Office at labor management meetings, provides information, resolves conflicts, and/or problems and assures Program Managers are familiar with the negotiated agreement. Work Schedule: Monday-Friday, 7:30am - 4:00pm Virtual: This is not a virtual position. Telework: Adhoc Position Description/PD#: Medical Administration Officer/PD085580 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized A supervisory/managerial probationary period may be required.

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-13 position you must have served 52 weeks at the GS-12. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. In addition to meeting time-in-grade, applicants must possess the following specialized experience: Specialized Experience: Applicants must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression that includes progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. Experience must demonstrate the required application of the knowledge, methods, and techniques of an administrative healthcare professional managing a hospital, clinic or comparable healthcare facility. Specialized experience may have been gained in a hospital business office, medical center, clinic or similar environment where the applicant has knowledge of, and skill in applying supervisory functions in the operational aspect of a medical service, such as formulating and installing clinical, administrative, and clerical procedures to ensure expeditious and efficient processing of work. Specialized experience is defined as: Provides leadership and guidance in coordinating medical administration needs; Supervisory functions in the operational aspect of a medical service, such as formulating and installing clinical, administrative, and clerical procedures to ensure expeditious and efficient processing of work; Thorough reporting, analytical comparisons, projections and advice; Providing essential data for planning, budgetary effectiveness, workload projections, etc.; Determining management needs and assuring timely data collection and meaningful reporting of service activities; Thorough application of management analysis techniques and promoting utilization of management principles and practices. Prepares and presents patient administrative statistics required for internal reporting by management, professional staff and Central office; Performs workload surveys and scheduling studies in clinics and admission service and various professional services and recommends changes in the work distribution and scheduling policies; Participating in and in some cases leading service-level special projects dedicated to the improvement of service activities and products; Acting as a subject matter expert on all matters related to effective, efficient customer service, and developing tools to improve service-level customer service practices; coordinating staffing and recruitment practices at the service-level with the Human Resources Management Service. You will be rated on the following Competencies for this position: Administration and Management Communications Conflict Management Decision Making Leadership Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: This work is primarily sedentary with some walking, standing, and bending. Incumbent may be required to lift and move files/printouts. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

How to Apply: All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 03/18/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12907647. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at: https://help.usajobs.gov/faq/application/documents/resume/page-limit https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Application Deadline: 2026-03-18