Supervisory Medical Administration Specialist

Supervisory Medical Administration Specialist

Department: Department of Veterans Affairs

Location(s): Salt Lake City, Utah

Salary Range: $61722 - $80243 Per Year

Job Summary: This supervisory position is located in the Enrollment section within the Health Administration Service at VA Medical Center, Salt Lake City, Utah. The incumbent serves as the Eligibility and Enrollment Coordinator for the facility with authority in determining appropriate eligibility for applicants to our healthcare system, supports outreach and serves as the enrollment liaison between VHA, VBA, DoD and Local VSO.

Major Duties:

• Supervises a group of GS-5 to GS-7 level administrative support staff by evaluating and managing flow of work within their Section. Assigns daily tasks equitably and appropriately in a manner that will assist in attaining optimal efficiency in administrative support functions. Identifies changing needs for technical and administrative support and revises office operations to meet changing needs. Incumbent has staff on during business hours and after normal business hours with operators. Responsible for management of expendable supplies and for management of non-expendable equipment, including but not limited to automated data processing (ADP), Audio Visual and/or other computer-based equipment. Maintains accurate inventories and accounting for the use of all assigned equipment, supplies, space, and fiscal resources. Reviews annual inventory documents for accuracy and resolves discrepancies. Provides guidance and assistance in preparing plans for acquisition of equipment. Supervises and maintain systems for record keeping including timecards, and other financial reports. The incumbent serves the facility's authority in determining appropriate eligibility for applicants to our health care system. Incumbent is responsible for providing timely and accurate adjudication of all requests for access via enrollment applications. The incumbent will be responsible for maintaining an accurate enrollment database for the facility and Community Based Outpatient Clinics (CBOCs). Incumbent will report enrollment trends to senior management for planning purposes and targeted Outreach events. The incumbent serves as the Facility Enrollment Coordinator, Tricare/ChampVA Coordinator, Integrated Disability Evaluation System alternate point of contact, and Returning/Combat Veteran point of contact. Incumbent will be responsible for overseeing and maintaining the Diagnostic Measures Reports related to eligibility and preregistration activities. The incumbent also serves as the enrollment liaison between VHA (Salt Lake City VA Medical Center) VBA (Salt Lake City VA Regional Office), Department of Defense (DoD), and local Veteran Services Organizations (VSO). Represents facility leadership in multiple settings related to eligibility and enrollment activities, such as town hall meetings, briefings for returning veterans, retirees, and active duty workshops, etc. Serves as the Master Patient Index (MPI) POC. Responsible for processing Exceptional Handling and Patient Data Review cases and resolving Integration Control Numberissues and exceptions in Vista on a daily basis, as well as resolving any other data quality issues brought to their attention by the national Identity Management Data Quality team. Directs the facility's pre-registration activities, to include: producing and maintaining more accurate demographic and health insurance information within the VistA database; monitoring and maintaining demographic and insurance fields; conducting pre-registration phone calls to veterans and family members to update information; and provision of exceptional customer service to veterans and facility stakeholders. The Eligibility and Enrollment, Decedent Affairs, and Medical support assistants Programs require variable and, in some areas, detailed training. The incumbent is responsible to independently develop, administer, and maintain training materials on all aspects of each of these areas. Training of current multi-disciplinary staff in all patient areas on the process of administering a means test, conduct ongoing formal training for frontline PBS staff in all facets, including registration, intake, and Vista software usage for eligibility. Responsible for implementing communication and education activities at the local level to disseminate enrollment and health benefits eligibility information (i.e., special programs such as combat Veterans, women Veterans, environmental exposure, display of enrollment posters, handouts, and other information material, etc.). This Supervisory Position will continually monitor the program utilizing reports (which the incumbent develops and implements to monitor data) that produce conclusive data and ensure the integrity of the SLCHCS Enrollment Section programs. Incumbent will also provide training and program management for all Health benefit renewals, hardship and waiver applications, exemption from financial disclosure, reenrollment, determination of emergent and or humanitarian conditions, etc. Additional duties as assigned. Work Schedule: Monday -Friday, 8:00am-4:30pm Telework: Not eligible for Telework. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD129990 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved/Not Authorized Permanent Change of Station (PCS): Not Authorized

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/23/2026. 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-09 position you must have served 52 weeks at the GS-07. 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Ability to work directly, responsibly, effectively, and efficiently with administrative and clinical personnel in and out of the facility, and professionals and administrative staff at the direct service delivery level; Demonstrate an appropriate combination of judgment, patience, persistence, and possesses highly developed communication and customer service skills; Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of the Enrollment and eligibility, Decedent Affairs, and Medical Support Assistants section effectiveness and/or organization goals; Comprehensive knowledge of the SLCHCS program goals and objectives, the sequence and timing of key program events and milestones, methods of evaluating the worth of program accomplishments, and work processes and administrative operations; Teaching skills to train staff on scheduling, insurance capture, consult management, clinical computer application, eligibility, and enrollment; Knowledge and understanding of recognized reference standards, medical, legal, and regulatory requirements, and administrative practices to apply analytical and evaluative techniques to identify, consider, and resolve issues or problems of a procedural or factual nature as they relate to the National Enrollment Office; Ability to effectively collaborate with physicians/medical staff, managers, administrators, Central Office staff internal and external stakeholders to gather information/data; Knowledge of analytical, fact-finding, and investigative skills and techniques, to gather factual evidence of compliance or non-compliance with performance goals and regulations, validate data and develop reports for HAS leadership; Knowledge of and skill in data management principles and concepts, as it relates to automated systems, computer programs and data sources. Ability to use the computer for electronic communication, work processing, and data analysis. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's degree or equivalent graduate degree, or two full years of progressively higher-level graduate education leading to such a degree or a LL.B. or J.D., if related to the position . OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond successfully completed post-high school education and experience may be used to meet total qualification requirements for the grade levels specified in the table, and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9. (When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used.). You will be rated on the following Competencies for this position: Administration and Management Analysis and Problem Solving Communication Computer Skills Human Capital Management Manages Resources Technical Credibility 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: The work is primarily sedentary, but may require some walking, bending, stooping, standing, stretching and carrying objects such as files/binders and lifting moderately heavy equipment or other items weighing less than 20 pounds such as Tandberg video equipment or VA informational brochures. The position requires travel (primarily within the facility geographic area) involving day trips, with occasional overnight trips. Work also requires spending time performing keyboarding duties and speaking on the phone for extended periods of time. 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 03/23/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12913259. 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: 2026-03-23