Supervisory Medical Support Assistant

Veterans Health Administration; Huntington (WV); On-site; USD 52,000 - 78,000; Full time

Job summary

The Supervisory Medical Support Assistant leads the Medical Support Assistant staff and other administrative personnel within the Veterans Health Administration, coordinating workflows to support quality patient care across interdisciplinary teams.

Responsibilities include supervising scheduling, staffing, and training while ensuring compliance with VA policies and maintaining efficient operations across clinics and resources.

Qualifications

• High school diploma or equivalent; education requirements as per VA policy.
• English language proficiency as per VA Handbook 5005; grandfathering provisions may apply.
• Knowledge of managing patient support staff and clinic workflows.
• Ability to supervise staff, assign work, and evaluate performance.
• Experience with budgeting, forecasting resources, and equipment needs.

Responsibilities

• Coordinate MSAs and administrative staff across interdisciplinary units.
• Oversee scheduling, staffing coverage, and workflow efficiency.
• Provide briefings, staff training, and development opportunities.
• Manage fiscal matters, forecast budgets, and ensure policy compliance.

Skills

Leading patient support staff

Administrative supervision

Staff development

Budget & resource forecasting

Interdisciplinary collaboration

Education

High school diploma or equivalent

Job description

The Supervisory Medical Support Assistant serves as the direct line Supervisor for all of the Medical Support Assistant (MSA) staff and other administrative staff as assigned. They work collaboratively with expanded healthcare teams to provide a robust interdisciplinary approach to quality care.

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.
• Education: High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.
• Foreign Education: To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs.
• 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).
• Grandfathering Provision. All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, [which] are [a] part of the basic requirements of the occupation. For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: Such employees may be reassigned, promoted, or changed to a lower grade within the occupation. Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed, on a temporary or permanent basis, until they fully meet the basic requirements of the standard. If an employee who was converted to [Title] 38 hybrid status under this provision leaves the occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation.

Grade Determinations: Supervisory Medical Support Assistant GS-08

Experience:

• One year of creditable experience equivalent to the next lower grade(GS-07).
• Experience includes but is not limited to Coordinating Advanced MSA assignments and workflow found in an interdisciplinary unit.
• Daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings.
• Assisting the unit with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources.
• Ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.

Candidates must also be able to demonstrate all the following Knowledge, skills, and abilities for the GS-0679-8 level to qualify for this position

• (a) 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.
• (b) 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.
• (c) 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.
• (d) Ability to provide briefings, orientations, staff development, and training in a patient support setting.
• (e) Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs.

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-08.

Physical Requirements: P