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Supervisory Medical Support Assistant - Department of Veterans Affairs - Los Angeles, CA

Summary

Vacancy Identification Number (VIN): 1946742

OUR MISSION: To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate care to Veterans?

The VA Greater Los Angeles Healthcare System (VAGLAHS) is one of the largest health care facilities within the Department of Veterans Affairs. It is one component of the VA Desert Pacific Healthcare Network (VISN22) offering services to Veterans residing in Southern California and Southern Nevada. VAGLAHS consists of two ambulatory care centers, a tertiary care facility and 8 community based outpatient clinics. VAGLAHS serves Veterans residing throughout five counties: Los Angeles, Ventura, Kern, Santa Barbara, and San Luis Obispo. There are 1.4 million Veterans in the VAGLAHS service area. VAGLAHS is affiliated with both UCLA School of Medicine and USC School of Medicine, as well as more than 45 colleges, universities and vocational schools in 17 different medical, nursing, paramedical and administrative programs.

VA encourages persons with disabilities to apply.  The health related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

NOTE: Current Federal and VA employees should apply under RN-17-AJH-1946298-HT38.

Duties

This position is located in the Health Administration Service/Emergency Department at VA Greater Los Angeles Health Care System in Los Angeles, CA. In this position you will be responsible for ensuring the management of accurate and timely patient care coordination in outpatient clinics located at West Los Angeles Medical Center (WLA), Sepulveda Ambulatory Care Center (SACC), and Los Angeles Ambulatory Care Center (LAACC). You will be assigned to one primary location, but may be required to cover at the other facilities on occasion. You will serve as the delegated authority to manage assigned Medical Support Assistants (MSAs) and perform the full range of supervisory duties and responsibilities to effectively utilize the manpower and resources allocated to Heath Administration Services (HAS). Major functions or scope of assigned duties include but not limited to:
·         Ensure the management of accurate and timely patient care coordination in all outpatient clinics (primary and/or specialty) at all sites
·         Coordinate clinic administrative support activities in conjunction with the clinic director, nurs9ing team leader and staff
·         Act as contact and resource for answering a variety of patient's questions regarding VA health care access, primary care systems, concerns, complaints, and eligibility
·         Guides Veterans and provide information and assistance in timely manner
·         Receive personal and telephone contacts form a variety of callers
·         Gather information, identify issues and develop recommendations to resolve substantive problems with the Outpatient Clinic Section
·         Evaluate work performance and complete performance appraisals and disciplinary actions for all employees assigned to section
·         Coordinate and approve the leave of assigned specialty clinic line MSAs and arrange cross coverage
·         Set up clinic profiles in consultations with the appropriate clinical and administrative and outpatient clinic MSAs
·         Provide administrative support to clinics
·         Attend staff meetings for all the clinics he/she support
·         Ensure all annual/ongoing refresher training requirements are completed by all staff under his/her supervision
·         Provide service as the clinic system coordinator for areas of responsibility
·         Assure the Vista Scheduling Package is used to schedule all outpatient clinic appointments
·         Perform data collection and validation
·         Develop detailed procedures and guidelines to supplement established administrative regulations or program guidance
Work Schedule: Monday to Friday; 7:30 a.m. to 4:00 p.m. OR 8:00 a.m. to 4:30 p.m.
Functional Statement Title/#: Supervisory Medical Support Assistant/084770

Travel Required

• Occasional Travel
• May be requried to travel to each site located at West Los Angeles Medical Center (WLA), Sepulveda Ambulatory Care Center (SACC), and Los Angeles Ambulatory Care Center (AACC) to cover/check on staff.

Relocation Authorized

• No

Job Requirements

Key Requirements

• Must pass pre-employment examination
• Must be proficient in written and spoken English
• Designated and-or Random Drug Testing required
• Background and-or Security Investigation required
• Selective Service Registration is required for males born after 12/31/1959

Qualifications

Basic Requirements:
·         U.S. citizenship: Citizen of the United State (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy)
·         Basic experience and education: Six (6) months experience of clerical, office or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; or one (1) year education above high school
·         English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Policy

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).  Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.  You will receive credit for all qualifying experience, including volunteer experience
Grade Determinations: One year of experience equivalent to the next lower grade level (GS-07). Qualifying specialized experience is documented experience planning and directing programs at medical centers or satellite outpatient clinics and possessing full supervisory responsibility. The examples of qualifying experience include, but not limited to: assigning and evaluating the work of subordinate staff; resolving complex problems; evaluating new products, equipment, and systems; identifying educational or training needs; managing personal actions; evaluating performance and taking disciplinary action; and providing reports to senior management. (This experience must be reflected in your resume to be credited to your rating.)
Knowledge, Skills, and Abilities: Candidates must demonstrate the KSAs below:
1. Ability to provide the full range of administrative and supervisory duties 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 all healthcare professionals to ensure quality/continuity of care and ensure compliance with established policies and regulations.
3. Ability to provide briefings, orientations, staff development, and training.
4. Ability to manage fiscal matters, forecast resource and equipment needs, and identifies budget needs.

References: VA Handbook 5005/53, Part II, Appendix G, page II-G45-5 & II-G45-6, para. 3(7).  This can be found in the local Human Resources Office.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment.  You can verify your education here: http://ift.tt/1bgzbPg.   If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.
Physical Requirements: The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or diving an automobile, etc. No special physical demands are required to perform the work. The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, or libraries. The work area is adequately lighted, heated, and ventilated.

Security Clearance

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