Supervisory Medical Administrative Specialist - Scheduling Manager

Supervisory Medical Administrative Specialist - Scheduling Manager

Department: Department of Veterans Affairs

Location(s): Salt Lake City, Utah

Salary Range: $74678 - $116362 Per Year

Job Summary: This position is located at the George E. Wahlen Veteran Affairs Salt Lake City Healthcare System (VASLCHCS) within Health Administration Service (HAS). The Clinical Business Support (CBS) manager is responsible for the management of Clinical Business Support (CBS) staff to include the following: CBS Supervisors, HAS auditors, Lead Medical Support Assistant MSA, Advanced Medical Support Assistants (AMSAs), and Medical Support Assistants (MSAs)

Major Duties:

• The incumbent serves in a developmental capacity at the GS-11 level. Key functions will be similar to those described at the full performance level of the target position. However, during the developmental assignment, full performance range and level of selected functions will not be completely delegated to the employee until proper orientation and training have been completed and the incumbent has demonstrated the knowledge, skills and abilities necessary to accomplish the work at the full performance level. Duties include but are not limited to: Serves as Scheduling Manager by advising the Deputy Chief of Health Administration Service (HAS), The Chief HAS, and others concerning patient processing, all outpatient scheduling oversight, and auditing within the Salt Lake City Health Care System. Provides technical advice and expertise concerning patient processing and scheduling activities for the Salt Lake City VA Medical Center and ten CBOCS in Utah. Serves as point-of-contact for supervisors and staff scheduling outpatient services to assist in answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities. Analyzes data generated from a variety of sources to identify and report by section, clinic or other location implementation of significant process changes and adherence to the systems re-design principles. Serves as liaison between HAS leadership, medical center management, service chiefs and front-line employees in identifying and initiating corrective actions, such as training, to achieve improved clinic access. More complex issues that arise will be researched with recommendations supported with data, forwarded to the appropriate stakeholders and/or leadership for final decisions. Responsible for the daily program planning, future planning and administration for all outpatient scheduling HAS operations within the SLCHCS. The incumbent is delegated authority under the Deputy Chief HAS and the HAS Chief to make procedural changes, decisions, workload assignments and commitments within the section. Responsible for the recruitment of supervisory personnel within the section assigned at SLCHCS and will directly mentor and ensure leadership and supervisory training development of these staff occurs during each fiscal year. Maintains overall administrative management for the section including interpreting administrative policies, developing or implementing local policies, defining administrative requirements, and/or providing advice to management on related issues. Develops performance standards and evaluate work performance of subordinates Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, schedule to be determined. Telework: This position may be authorized for telework on an Ad-hoc basis. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administrative Specialist - Scheduling Manager/PD145560 and PD145570 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): No approved 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, 05/11/2026. 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-11 position you must have served 52 weeks at the GS-9. For a GS 12 position you must have served 52 weeks at the GS 11 .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 GS-11: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees; Will be directly responsible for meeting the staff support needs of clinical staff; Will develop and implement changes in the facility's scheduling process to ensure it meets national guidelines and directives, creating a business cycle focusing on the needs of the patients; Emphasizing the importance of capturing all insurance information, including updates and changes in insurance coverage; Establishes unique or completes quality and productivity programs. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D or equivalent doctoral degree or, three full years of progressively higher-level graduate education leading to such a degree, or LL.M., 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 graduate level. You may qualify based on your experience for the GS -12 grade level as described below: Specialized Experience GS-12: You must possess one (1) full year of specialized experience that equips you with the knowledge, skills, and abilities to successfully perform the duties of the Supervisory Medical Administrative Specialist position, and that is typically in or related to the work of the position being filled. This specialized experience must have been equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Provides technical advice and expertise concerning patient processing and scheduling activities; Serves as a point-of contact for supervisors and staff scheduling outpatient services to assist in answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities; Knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied; Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity; Skill in conducting detailed analyses of complex functions and work processes'; Must have interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations; Knowledge of personal computer software applications to analyze data, present data and make recommendations. Thorough knowledge of overall mission priorities and Services in Health Administration Service, Scheduling Section as they relate to the full scope of SLCHCS mission; Thorough knowledge and the ability to accurately interpret and implement VA directives, Federal regulations, public laws, State and Local laws governing entitlement for health care both in the VA and at the expense of the VA to ensure maximum efficiency and effectiveness in all areas of the program management responsibility; Thorough knowledge of the Privacy and Freedom of Information Acts to ensure appropriate compliance. Working knowledge of Joint Commission, DRGs, MCA and other agency requirements. You will be rated on the following Competencies for this position: Administration and Management Analysis and Problem Solving Communication Managing Human Resources 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, although some slight physical effort may be required. 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 05/11/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12950738. 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: 2026-05-11