Supervisory Medical Administration Specialist

Department of Veterans Affairs

The Inpatient Section Chief serves as a supervisory position within the Business Office and reports directly to the Inpatient Deputy. The incumbent plans, directs, coordinates, and evaluates administrative operations that support inpatient healthcare services throughout the Washington DC VA Medical Center (DC VAMC), a Level 1A tertiary care healthcare system.

• Major duties include, but are not limited to: Supervisory and Program Management (35%) Exercises full first line supervisory responsibility over the following positions: Supervisory Program Specialist, GS-0301-09 Supervisory MSA, GS-0679-08 Medical Administration Specialist, GS-0301-09 Exercises second-line supervisory responsibility over the following positions: Administrative Support Assistant, GS-0303-07 Lead MSA, GS-0679-07 Advanced MSAs, GS-0679-06 MSAs, GS-0679-05 Patient Services Assistant, GS-0303-07 (1) Program Support Clerk (OA), GS-0303-06 Lead Transportation Assistant, GS-2102-07 Transportation Assistant, GS-2102-06 Develops and communicates performance standards, evaluates performance of subordinate supervisors and staff, and ensures accountability for patient access, workload management, customer service, and compliance requirements. Interviews and select candidates for vacancies in collaboration with Human Resources and leadership, and participates in promotion, reassignment, recognition, and other personnel actions. Addresses employee relations issues, conducts performance counseling, resolves workplace conflicts, and ensures compliance with labor management agreements and applicable regulations. Identifies employee development needs, supports training and mentoring activities, and promotes workforce engagement, succession planning, and leadership development within the inpatient administrative team. Inpatient Operations Management (25%) Directs and coordinates administrative support operations that affect inpatient care delivery, including admissions, transfers, discharges, patient movement, eligibility, and transportation coordination across inpatient units. Collaborates with inpatient clinical leadership, nursing services, ward administrative staff, and Business Office programs to ensure effective patient flow, timely bed assignment, and resolution of administrative barriers impacting care delivery and throughput. Coordinates administrative activities impacting patient admissions, transfers, discharges, transportation services, and eligibility determinations to support safe and timely transitions of care. Coordinates complex transportation needs affecting inpatient operations, including wheelchair and stretcher arrangements, vendor coordination, service recovery, and barriers impacting safe and timely discharge and transfers. Program Analysis and Performance Improvement (20%) Conducts analyses of operational performance, workload distribution, staff utilization, and service effectiveness across inpatient administrative support. eligibility and transportation programs. Monitors workload trends, staffing requirements, productivity measures, timeliness indicators, and customer service metrics, and uses this information to support operational decision making and recommendations to leadership. Develops and implements process improvements designed to improve efficiency, reduce delays, enhance productivity, strengthen compliance, and improve the patient and family experience. Compliance, Policy, and Customer Service (10%) Interprets and applies VHA directives, handbooks, policies, regulations, Joint Commission standards, and local procedures related to inpatient administrative operations, eligibility, transportation, and patient access. Provides guidance to subordinate supervisors and staff regarding policy interpretation, operational requirements, and updates to regulatory or procedural guidance. Investigates and resolves customer complaints and operational concerns requiring management involvement, coordinating with clinical and administrative stakeholders as needed to reach resolution. Reporting and Administrative Responsibilities (10%) Prepares reports, briefings, correspondence, and operational summaries for the Inpatient Deputy and other leaders on inpatient administrative support, eligibility, and transportation program performance. Coordinates administrative oversight of contracted services supporting inpatient transportation and related patient care operations, working with contracting officials, CORs, vendors, and service leadership to monitor service delivery, address deficiencies, and ensure continuity of care. May be designated as a Contracting Officer's Representative (COR) for transportation related contracts, if organizational needs warrant and training/appointment requirements are met. Performs other related duties as assigned that are consistent with the primary purpose of the position. Work Schedule: Monday - Friday, 7:30am - 4:00pm; however, this may include some weekends and holidays. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD260415O Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.

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