About this role
Job SummaryThe Medical Administrative Specialist functions as the Administrative Officer of Duty (AOD). The position's primary purpose is executing the VA Medical Center's administrative decisions that occur during non-business hours while achieving management objectives and goals in the performance of the employee's duties. The MAS may provide the technical guidance to meet procedural, legal, & administrative requirements relating to care and treatment of patients to achieve optimum use of resources.
QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/15/2026. 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-07 position you must have served 52 weeks at the GS-05. For a GS-09 position you must have served 52 weeks at the GS-07. 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. Interchange Agreement: Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. You may qualify based on your experience and/or education as described below: GS-7 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Basic knowledge of medical center organization, functions, specialties, and programs, i.e., Social Work Nursing, Laboratory, Radiology, etc.; Experience locating and interpreting regulations from a wide range of sources; Reviewing data and information for trends, problem areas, and makes recommendations to management to resolve issues; Ability to cope with wide variety of problems and to resolve them quickly and decisively; Explain and organize complex issues in writing. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have One (1) full year of successfully completed graduate level education or superior academic achievement, 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: 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 the first year (18 semester hours) may be used to qualify applicants for the GS-09 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. You may qualify based on your experience and/or education as described below: GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of a wide range of medical center administrative concepts, principles, and practices, provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients reviewing data and information for trends, problem areas, and makes recommendations to management to resolve issues; interpreting rules, regulations, policies, and procedures to make sound decisions; identify and analyze complex problems or situations with a range of variables . OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have: Successfully completed two (2) years of progressively higher-level graduate education or masters or equivalent graduate degree or LL.B or J.D. in a related field of the position to be filled. Education at the graduate level must be obtained in an accredited college or university and must demonstrate 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: 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 the first year (18 semester hours) may be used to qualify applicants for the GS-09 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.. 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. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. 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. Physical Requirements: Work is active and very demanding both physically and mentally. It involves walking through the Medical Center with occasional lifting of objects sucks as suitcases, clothing, medical, etc. 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/.
Major DutiesThe Medical Administrative Specialist (MAS) is a position located in Health Administration Service, under the direction of the Supervisory, Medical Administrative Specialist. The MAS is responsible for exercising the Medical Center Director's authority in medical administrative matters occurring every weekend, every holiday, and all weekday non-business hours tours (approximately 3:30pm-8am). The position maintains continuity of functions and provides full medical administrative support to clinical administrative medical center staff. The MAS demonstrates independent decision-making and problem-solving skills within a program area that influences the practice of other services and utilizes collaborative experience to foster interdisciplinary practice. The MAS can act as a consultant to provide direction and leadership for service level activities. The requires highly skilled analytic ability combined with comprehensive knowledge such as process functions, theories, and principles of management. This may include providing orientation and situational advice to physicians, the Nursing Supervisor, and nursing staff regarding VA policies and procedures. The MAS is the self-sufficient administrative subject matter expert (SME) during the non-business hours tours of duty. During the initial veteran registration process, the AOD oversees and makes the decisions regarding the Veteran's eligibility status relating to the care and the treatment of patients to achieve the optimum use of medical benefits and resources available. Updates patient's demographics on all Veterans when required. Obtain income for appropriate non-service-connected applicants; counseling non-service-connected Veterans to determine ability to defray costs of medical care elsewhere. The work requires a functioning knowledge of the administrative bed control procedures and operational requirements while working independently. This includes coordinating internal patient admissions from the ER, a primary care clinic, or a specialty or procedure clinic. Admitting one Veteran from the ER may include conversations with the hospitalist; the admitting team; the charge RN on the floor and their Medical Support Assistant (MSA); and ER personnel. Reviews demographic information regarding the deceased; ensures death packet is filled out correctly and signed by family members when appropriate or documents on the death packet if done by phone consent. Releasing the deceased to the funeral home representative and ensuring appropriate paperwork is complete. Contacts the Marion County Coroner regarding unusual deaths such as Dead on Arrival's (DOA's) or deaths occurring less than 24 hours after admission. Receives faxes and phone calls from the Indiana Donor Network when the deceased is eligible or ineligible for organ procurement. The MAS researches and decides travel eligibility during non-business hours for Veterans being transferred to and from other facilities as well as Veterans that have outpatient appointments or need transportation home after being discharged from the hospital or the ED. Receives phone calls from Veterans or their family members verifying the dates and times of future runs. When a driver calls in sick or during inclement weather, the MAS will have to quickly add, rearrange or edit the VA travel dispatch logs in order to successfully complete the daily transports. May be assigned to perform additional duties within Health Administration Service. Conducts investigations and participates in special projects, analytical studies and systematic reviews of medical center operations or other problem areas. Prepares workflow charts, work standards, and provides staffing recommendations. Makes recommendations for improved methods/procedures verbally or in writing and coordinates and implements changes, as directed. Assists in drafting policies for new or existing medical center policy memoranda. Work Schedule: Various; Will be discussed during interview Telework: Not Available Virtual: This is not a virtual position. Position Description #: 99368-S Financial Disclosure Report: Not requiredRequirementsYou must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.