Medical Support Assistant (Advanced)

About the role

Advanced Medical Support Assistant Provides clerical support to the operating room nurse manager, preop/PACU nurse manager, surgery clinic nurse manager, as well as frontline staff reporting to the department's managers.

These activities include patient management, surgery schedule management, data collection and analysis as requested, participation in performance improvement programs, and timekeeping.

What you will do

• VA Careers - Medical Support Assistant: Total Rewards of a Allied Health Professional Duties include, but are not limited to: 1.
• Education Liaison for Surgical Services.
• Keeps staff informed of the status of their education requirements and requests, as directed by the operating room nurse manager.
• Maintains training, competency and in-services logs for associated managers within the surgery departments.
• Gather medical information if needed, as directed by the nurse manager(s) Reports backlogs, difficulties in meeting deadlines, uncooperative physicians.
• Ability to identify customers' concerns, perform tasks required to resolve the issues with accuracy and timeliness, and follow-up as necessary to ensure a satisfactory resolution.
• Resolve difficult problems and diffuse potential dissatisfaction with VA services.
• Greet patients and family members upon their arrival at the Preop-Op desk; assist in checking the patient in for surgery, notifying the preop nurses, and accompanying the patient/family into a preoperative bay as directed by the preop nursing staff.
• Greet vendors; provide assistance for signing into the vendor tracking system per NWI policy; provide name badge to the vendor per NWI policy; escort vendor to locker room or appropriate operating room as needed.
• Greet surgeons and residents maintain a courteous, compassionate, and helpful attitude with all individuals encountered throughout the day 3.
• Maintain medical charts and reports.
• Generate reports and monitor activity as requested by the nurse managers and distributes to appropriate individuals.
• Create and respond to messages within 24 hours while on duty, not accounting for leave.
• Serve as a technical advisor and liaison for daily use software.
• Protect sensitive patient information by keeping PII/PHI properly stored.
• Accurately enters timecard information for OR, Preop/PACU, Surgery Clinic to include shift worked, time off, sick leave, on-call time, overtime, FMLA.
• Maintains FMLA tracking log and keeps manager informed when employee(s) are requesting FMLA outside of approved occurrences.
• Keeps manager informed when employee(s) reaching 40 hours of remaining FMLA.
• Manages, creates, and distributes bi-weekly employee sign-in sheets; prints new sheets before the new pay period; denotes scheduled on-call hours.
• Completes corrections timely; ensures all timecards are verified timely; changes employee TOD as needed and with manager approval; updates online call spreadsheet; completed DOAs/payroll ticket to have appropriate backups for second level approvals for overtime and time off.
• Enters payroll tickets when issues with timekeeping arise; keeps department manager(s) informed of the issue, the ticket placement, and the identified resolution.
• Coordinates with back-up timekeepers for coverage during times of leave; communicates coverage plans in advance of leave with the department manager(s).
• Serves as a mentor to new surgery AMSAs.
• Learns new processes to oversee training and implementation among other AMSAs.
• Provides guidance to staff members to include changes in policy and procedures.
• Provides training during orientation and/or remedial training for existing staff as needed.
• Resolve daily workplace issues as appropriate.
• Performs administrative duties.
• Monitor copier/fax machines.
• Answers and routes incoming phone calls to the appropriate person.
• Answers the telephone with a pleasant greeting to include location (surgery department), employee name (this is *first name*), ending with a pleasantry (how can I help you).
• Enters and monitors work orders in Maximo, YourIT, Payroll and other software systems as needed.
• Work Schedule: Full-time; Monday-Friday, 0700-1530 Recruitment/Relocation Incentives (Sign-on Bonus): Not authorized Permanent Change of Station (Relocation Assistance): Not authorized Pay: Competitive salary and regular salary increases Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
• Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
• Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Not available Virtual: This is not a virtual position.
• Functional Statement #: 000000

Requirements

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• 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 (***).
• Effective May 7, 2025, driver's licenses or state-issued identification 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).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.
• As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial 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 trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Education

Important: You must submit a copy of your high school diploma/transcript including homeschooling (unofficial or official) OR GED Certificate OR Proficiency certificate issued by a State or Territorial Board or Department of Education OR Post-high school education transcript 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: *** 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. For further information, visit: ***

How you will be evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Documents you must provide

• Long-form resume/Curriculum vitae (CV) Copy of high school diploma/transcript including homeschooling (unofficial or official) OR GED Certificate OR Proficiency certificate issued by a State or Territorial Board or Department of Education OR Post-high school education The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc. Cover Letter DD-214/ Statement of Service Disability Letter (VA) Long-form resume/Curriculum vitae (CV) Copy of high school diploma/transcript including homeschooling (unofficial or official) OR GED Certificate OR Proficiency certificate issued by a State or Territorial Board or Department of Education OR Post-high school education Recommended: Write to Knowledge, Skills, and Abilities (KSAs) - See "Qualifications" section of announcement Proof of Marriage Status SF-15 SF-50/ Notification of Personnel Action Transcript

What to expect next

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.

After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center. NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service.

HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.

HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Additional information

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.

This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions.

Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status.

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. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.