Supervisory Medical Administration Specialist (Scheduling Manager)

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2026. 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. 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: One (1) full year of specialized experience equivalent to the GS-9 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this position.

Specialized experience includes: understanding of VHA Enrollment, patient scheduling and access programs, policies, directives, procedures, and operational requirements sufficient to provide technical guidance, evaluate compliance, resolve complex scheduling issues, and recommend improvements to facility scheduling operations; applying qualitative and quantitative analytical and evaluative methods to assess the efficiency and effectiveness of scheduling, auditing, training, and related administrative operations; familiarity of data sources and information systems used to monitor scheduling operations, including VSSC, Pyramid, the Corporate Data Warehouse, VistA, and other applicable systems, sufficient to gather, validate, analyze, and present scheduling and workload data; awareness of management and organizational principles, staffing and workload requirements, resource management, budget administration, and personnel management policies and procedures sufficient to plan and coordinate section operations and advise management; preparing and presenting reports, briefings, correspondence, policies, procedures, training materials, and recommendations to management, subordinate supervisors, employees, clinical staff, and other stakeholders.

NOTE: 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. OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M. if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

OR, Combination: Applicants may also combine education and experience to qualify at this level. You must possess equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position. Only education in excess of a master's or equivalent graduate education may be used to qualify applicants for the GS-11 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

01Preferred Experience

Leading scheduling staff. Proficiently in scheduling and workforce-management systems. Management of high-volume or complex schedules. Strong Data Analysis. Forecasting reporting communication, conflict resolution, organizational, and problem-solving skills. 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/.

Duties include, but may not be limited to the following: Serves as the Scheduling and Auditing Section Manager (Scheduling Manager) and advises the Chief Business Office / Health Administration Service (HAS), Deputy Chief Business Office / Health Administration Service (HAS), and other officials concerning patient processing, outpatient scheduling oversight, training, and auditing throughout SVAHCS.

Reviews and analyzes data generated from multiple sources and applications such as VSSC, Pyramid, the Corporate Data Warehouse, VistA, and other applicable systems to monitor scheduling operations, identify trends or deficiencies, evaluate implementation of process changes, and assess compliance with scheduling requirements.

The incumbent serves as a liaison among Business Office / Health Administration Service (HAS) leadership, medical center management, service chiefs, clinical personnel, subordinate supervisors, and frontline employees. Evaluate the effectiveness of Scheduling and Auditing Section operations in achieving the mission, goals, performance measures, and objectives of SVAHCS.

• Reviews workflow, workload distribution, staffing patterns, training and auditing results, and business processes to determine whether work is organized and assigned effectively and economically.
• Evaluates staffing and organizational requirements, including the need for positions and the skills and knowledge required to accomplish the section's work.
• Provides technical and administrative supervision over the Scheduling and Auditing Section.

Plans work to be accomplished; establishes and adjusts short- and long-range priorities; assigns work based on operational requirements and employee capabilities; establishes schedules and completion requirements; and evaluates the performance of directly supervised employees. Provides advice, counsel, and instruction to employees on work and administrative matters; hears and resolves employee complaints; addresses minor disciplinary matters; and recommends appropriate action in more serious cases.

Serve as the facility liaison and coordinator for the Insurance Capture Buffer (ICB), including coordinating system access, completing status reports, participating in conference calls, and responding to related correspondence and assignments. Advises management and program personnel on budget and resource matters and briefs management concerning spending trends, resource needs, and backlogs affecting scheduling operations.

Prepares budget and resource summaries, monitors the status of projects and available resources, identifies trends that may affect expenditures, and recommends solutions or corrective actions. Work Schedule: Full-Time, Monday - Friday, 7:30am-4:00pm Telework: Not Available Virtual: This is not a virtual position.

Position Description/PD#: Supervisory Medical Administration Specialist (Scheduling Manager)/PD148970 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized