Supervisory Medical Support Assistant

U.S. Department of Veterans Affairs; Omaha (NE); On-site; USD 65,000 - 80,000; Full time

Job summary

U.S. Department of Veterans Affairs in Omaha, NE seeks a Supervisory Medical Support Assistant (MSA) to oversee administrative and clerical operations across multiple inpatient Medical/Surgical units and the ICU.

The role leads a tiered structure including Lead MSAs and Program Support Assistants to ensure efficient patient access and service. Responsibilities include supervising staff, coordinating workflow, and maintaining compliance in scheduling, registrations, and data accuracy.

Qualifications

• Citizen of the United States.
• High school diploma or GED equivalency certificate.
• Experience: None required for Basic Requirements.
• Must meet English language proficiency requirements.

Responsibilities

• Delegate day-to-day operational oversight to Lead MSAs on each unit.
• Retain supervisory authority over team performance, conduct, and output.
• Coordinate administrative workflows affecting patient flow, bed management, and admissions/discharges/transfers.
• Plan, assign, and review work of Lead MSAs, subordinate MSAs, and Program Support Assistants.
• Manage staffing and coverage to meet census and acuity fluctuations.
• Provide staff development and training across the unit.
• Monitor and audit patient registration, scheduling, and encounter data for accuracy and compliance.

Skills

Medical terminology

Staff supervision

Staff development

Staff scheduling

Interdisciplinary coordination

Customer service

Decision making

Education

High school diploma / GED

Tools

Electronic Health Records (EHR) systems

Job description

Summary

The Supervisory Medical Support Assistant (MSA) responsible for the administrative and clerical operations supporting multiple inpatient Medical/Surgical units and the Intensive Care Unit (ICU). The Supervisory MSA provides supervision through a tiered structure that includes multiple Lead Medical Support Assistants - subordinate inpatient Medical Support Assistants - and a Program Support Assistants.

The Supervisory Medical Support Assistant (MSA) responsible for the administrative and clerical operations supporting multiple inpatient Medical/Surgical units and the Intensive Care Unit (ICU). The Supervisory MSA provides supervision through a tiered structure that includes multiple Lead Medical Support Assistants - subordinate inpatient Medical Support Assistants - and a Program Support Assistants.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11:59 PM (ET) on 09/28/2026. Medical Support Assistant

Basic Requirements

• Citizenship: Citizen of the United States
• (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance to 38 U.S.C.
• 7407(a)
• Experience and Education: Experience: None
• OR Education: High school diploma - General Education Development equivalency certificate - or proficiency certificate from a State or territorial-level Board or Department of Education
• Licensure/Certification/Registration: None required
• 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: 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
• Employees retained in this occupation under this provision who subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation
• NOTE: This provision is not intended to regularize appointments/ placements
• 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
• Physical Requirements: See VA Directive and Handbook 5019 - Employee Occupational Health Service for requirements
• English Language Proficiency: Candidates must be proficient in spoken and written English in accordance with 38 U.S.C.
• 7403(f)
• Grade Determinations: Creditable Experience: 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
• Part-Time Experience: Part-time experience as an MSA or equivalent administrative patient support in a non-VA medical inpatient or outpatient setting is creditable according to its relationship for the full-time workweek
• For example - an MSA employed 20 hours a week - or on a 1/2-time basis - would receive one full-time workweek of credit for each two weeks of service
• 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 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
• In addition to meeting the Basic Requirements - candidates must possess the required specialized experience and be able to demonstrate all Knowledge - Skills and Abilities (KSAs) as summarized below
• Experience
• One year of experience equivalent to the GS-7 grade level
• 1
• Advanced knowledge of medical terminology and a wide range of clinical flow processes relating to access to care across multiple clinics - specialties - and/or community
• 2
• Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff
• 3
• Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting
• 4
• Ability to organize work - set priorities - and delegate tasks/responsibilities in order to meet deadlines.
• 5
• Ability to provide staff development and training
• 6
• Ability to manage staffing requirements - manage workflow priorities - and adjust the flow of work to meet team and patient needs
• This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work across multiple clinics
• AND Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate all of the KSAs below: 1
• Ability to provide the full range of administrative and supervisory duties in a patient support setting - which includes assignment of work - performance evaluations - selection of staff - and recommendation of awards and/or advancements
• 2
• 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
• 3
• Ability to provide briefings - orientations - staff development - and training related to administrative functions in a patient support setting
• 4
• Ability to delegate authority - evaluate and oversee people and programs - accomplish program goals - and adapt to changing priorities
• References: See Office of the Chief Human Capital Officer (OCHCO) website for VA specific qualification standards: VA Qualification Standards - Office of the Chief Human Capital Officer (OCHCO)
• The full performance level of this vacancy is GS-8 You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position
• Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

Duties

• VA Careers - Lead Medical Support Assistant: https://youtube.com/embed/UJO_XH5uCLs Total Rewards of a Allied Health Professional Major duties include (but not limited to): Delegates day-to-day operational oversight to the Lead MSAs on each unit
• Retain overall supervisory authority and accountability for the team's performance - conduct - and administrative output
• Responsible for coordinating administrative workflows that directly affect patient flow - bed management - admissions/discharges/transfers
• Plans - assigns - and reviews the work of Lead MSAs - subordinate inpatient MSAs - and the Program Support Assistants
• Adjust staffing and coverage to meet fluctuating unit census and acuity
• Provides the full range of administrative and supervisory duties to include assignment of work - performance evaluations - selection of staff - and recommendation of awards and/or advancements
• Interviews candidates for vacancies
• recommends selection - reassignment - promotion - or disciplinary action
• Establishes guidelines and performance expectations for Lead MSAs - MSAs - and the Program Support Assistants
• Exercises advanced knowledge of managing and leading patient support staff
• Independently utilizes reference sources and sound decision-making to resolve complex staffing and workflow issues
• Approves leave requests and manages staff schedules to ensure adequate administrative coverage across all assigned units - including nights - weekends - and holidays as applicable
• Resolves informal complaints and grievances escalated by personnel
• Promotes a diverse - inclusive - and harassment-free work environment consistent with VA policy
• Monitors and audits patient registration - scheduling - and encounter data for accuracy and compliance
• Serves as a resource and subject matter expert on electronic health record scheduling - multiple system functions - and related software applications used in inpatient administrative operations
• Coordinates with clinical staff to ensure timely processing of discharge paperwork - transfer orders - and interfacility transfer logistics
• Serves as liaison between inpatient units and other services to resolve administrative issues affecting patient care
• Provides briefings - orientations - staff development - and training to subordinate staff in the patient support setting
• Identifies training needs and ensures staff complete mandatory and role-specific training
• Manages fiscal matters related to unit administrative operations
• Monitors supply and equipment needs for administrative functions
• Conducts periodic audits of administrative processes
• Participates in unit and service-level performance improvement initiatives
• Prepares reports and statistical data related to inpatient administrative operations
• Recommends changes to local procedures to improve efficiency - accuracy - and customer service
• Other duties as assigned
• Work Schedule: 40 hours per week - Monday-Friday - 8:00 am to 4:30 pm Recruitment/Relocation Incentives (Sign-on Bonus): Not authorized
• Permanent Change of Station (Relocation Assistance): Not authorized
• Pay: Competitive salary and regular salary increases
• When setting pay - a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade)
• Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave - 13 days of sick leave - 11 paid Federal holidays per year) Selected applicants may qualify for credit toward annual leave accrual - based on prior [work experience] or military service experience
• Parental Leave: After 12 months of employment - up to 12 weeks of paid parental leave in connection with the birth - adoption - or foster care placement of a child
• Child Care Subsidy: After 60 days of employment - full time employees with a total family income below $144 -000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66
• Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Not available
• Virtual: This is not a virtual position
• Functional Statement #: 000000 Permanent Change of Station (PCS): Not authorized.