Supervisory Medical Administration Specialist

Summary This position is located in the Community Care Service of the VA Central Western Massachusetts Healthcare System, which serves approximately 42,260 Veterans across 7 sites of care. The Community Care department comprises roughly 60 staff and processes more than 45,000 referrals annually. Community Care ensures Veterans receive timely care through the hub VA facilities and community partners when services fall outside the medical center's internal capabilities. Duties Supervisory Medical Administration Specialist GS-0301-11 This position is located in the Community Care Service of the VA Central Western Massachusetts Healthcare Systems which serves approximately 42,260 Veterans across 7 sites of care. The Community Care department comprises roughly 60 staff and processes more than 45,000 referrals annually. As a rapidly growing and essential program for a Level 3 complexity facility, Community Care ensures Veterans receive timely care through hub VA facilities and community partners when services fall outside the medical center's internal capabilities. The incumbent reports to the Supervisory Health System Specialist (Assistant Chiefs Community Care) who reports directly to the Chiefs Community Care. The position collaborates closely with Quality/Patient Safety and Care Coordinators in support of access timeliness and documentation integrity. This position is located in the Community Care Service of the VA Central Western Massachusetts Health care Systems which serves approximately 42,260 Veterans across 7 sites of care. The Community Care department comprises roughly 60 staff and processes more than 45,000 referrals annually. As a rapidly growing and essential program for a Level 3 complexity facility, Community Care ensures Veterans receive timely care through hub VA facilities and community partners when services fall outside the medical center's internal capabilities. The incumbent reports to the Supervisory Health System Specialist (Assistant Chiefs Community Care), who reports directly to the Chiefs Community Care. The position collaborates closely with Quality/Patient Safety and Care Coordinators in support of access, timeliness, and documentation integrity. Major duties and responsibilities include, but are not limited to: The incumber demonstrates a thorough understanding of Community Care operations, including referral and authorization workflows, non-VA purchased card processes, documentation and scanning requirements, scheduling standards, and the administrative elements that support clinical coordination across hub facilities and community partners. The position must understand the critical role Community Care plays in ensuring Veterans receive timely care outside the facility's internal capabilities. The incumbent applies this knowledge to direct, coordinate, and oversee the day-to-day administrative functions of the unit. The incumbent is responsible for supervisory activities associated with the assigned section. The position develops short and long range plans, goals, and milestones for completing the unit's functions. The incumbent develops and implements procedures and methods to ensure work is performed in accordance with VA policy, regulations, and local SOPs. Determines workflows, sequencing and methodologies for staff to use in accomplishing assigned tasks and evaluates the timeliness, accuracy, and compliance of completed work. Reviews work products of subordinates, accepting, amending, or rejecting work as appropriate. Assesses the overall effectiveness of the unit in terms of mission accomplishment, quality and quantity standards met, procedural and regulatory compliance, and technical competence of staff. Adjusts work assignments, redistributes workload, and modifies workflow processes to improve efficiency, reduce bottlenecks and maintain service goals. The incumbent uses subordinate team leads or senior staff as appropriate to coordinate and oversee daily operations; exercises significant responsibility in communication with other units and advising higher level management officials on operational issues affecting the team's work; and ensures equity and consistency in performance standards and rating practices within the unit. Directs a program segment and measurable workload and resources. Makes decisions on work problems presented by subordinates and evaluates their recommendations, providing guidance and resolving issues as needed. Serves as the reviewing official on evaluations of employees rated by subordinate leads if applicable. Makes or participates in selections for nonsupervisory positions and contributes to hiring decisions for team leads. Hears and resolves group grievances or serious employee complaints and recommends disciplinary actions for higher level approval. Determines and/or approves non-routine training needs and requests related to staff development. Approves expenses such as overtime and employee travel within delegated authority. Work Schedule: Monday-Friday 8:00am-4:30pm Telework: This position may be authorized for Ad-Hoc telework. Eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD04197A Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized. Qualifications Supervisory Medical Administration Specialist GS-0301-11 Supervisory Factor Narrative: The position is a first line supervisory role with responsibility for planning, assigning, and reviewing the work of subordinate administrative personnel engaged in Community Care program support. The incumbent establishes performance standards, writes performance plans, and evaluates employee performance; provides coaching, counseling, and disciplinary recommendations; approves leave; interviews candidates and participates in selections; and recommends awards. The incumbent identifies training needs and assures staff are trained in required systems and SOPs; ensures safety, security, equal employment opportunity, and privacy requirements are met; and promotes an equitable, inclusive workplace. Work planning includes balancing workload across staff to meet access and timeliness metrics, adjusting assignments to maintain coverage, and monitoring and production and quality metrics. The incumbent uses team leads or senior staff, as applicable, to coordinate and oversee daily operations; exercises responsibility in advising service leadership on unit level operational issues and internal control needs; ensures reasonable equity of performance standards and rating techniques within the unit; and directs a program segment with measurable workload and resources. The incumbent makes decisions on work problems presented by subordinates, evaluates their recommendations, and resolves issues as needed. Serves as the reviewing official on evaluations of employees rated by subordinate leads (if applicable). Makes or participates in selections for nonsupervisory positions, contributes to decisions for team leaders, hears and resolves group grievances or serious complaints, and reviews and recommends serious disciplinary actions for higher level approval. Approves non routine training needs and requests related to staff development within delegated authority' approves expenses comparable to overtime and employee travel; recommends awards or bonuses and provides input on classification or staffing changes subject to review by higher level officials. The incumbent promotes team building, improves business practices, reduces bottlenecks, and schedules leaves to ensure adequate coverage To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/08/2026. 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