Back to All Job Opportunities

Medical Administrative Assistant
Veterans Affairs, Veterans Health Administration    Tucson, AZ 85702
 Posted 30 days    


The Southern Arizona Health Care System is currently recruiting one Medical Administrative Assistant to work in the Health Administration Service in Tucson Arizona. The incumbent assumes control of communications and notifications in accordance with the local facility disaster plan in the event of national, local, civil disasters or emergencies. Secures and coordinates resources or services needed to ensure care and continuity of physical plan and Healthcare System operations.


Duties include but are not limited to the following: Provide advice on administrative procedures and requirements e.g. based on law/statute or regulation, involuntary commitments, conservatorship, orders of protective custody, and management of disruptive or severely disturbed patients as needed. Investigate/prepare sensitive correspondence on unusual issues and incidents relating to patient care activities which may involve e.g. welfare, injury, or abuse of patients, loss of personal property, infractions of VAMC rules, etc. involving beneficiaries, employees as well as safety or other issues. Provide explanation of death and/or burial benefits to family and next-of- kin. Receive and/or respond to non-routine patient condition inquiries/other administrative inquiries from i.e. veterans, families, visitors, law enforcement officials, representatives from private hospitals, veterans service organization representatives, VA Central Office, congressional offices, military personnel, private physicians, media, and the public. Prioritize transfer triage status based on i.e. combination of transfer and eligibility criteria, patient's status, diagnosis, stability, level of care and acute care needs being provided. Provide orientation and situational technical advice to physicians regarding VA policies and procedures as needed. Perform Decedent Affairs roles and functions i.e. assist with utilization of the Database Application for Vital Events (DAVE) system, gathering causes of death from the appropriate provider, coordinating autopsy requests, working with outside mortuaries and the coroner's office, providing guidance about making burial arrangements, and processing indigent burial cases. Update Bed Management Solution Program (BMS) information during off-tour hours i.e. bed status, pending admissions on the wait list, removing patients from the wait list, discharges and closing beds due to service issues. Prepare/input a variety of reports and/or correspondence which are disseminated within and outside of the Healthcare System and into the VistA/CPRS/DHCP systems. Prepare daily Gains and Losses sheet and other related statistical reports, e.g. report for patients who present to the Emergency Room but left before being seen by a provider, used by Telehealth Nurses to follow up with the patient by phone, and entails reviewing each entry from the previous 24 hours in EDIS. Possess delegated authority to act on behalf of the Director to initiate actions dealing with any disaster situation, in accordance with the hospital disaster plan. Process administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, deaths on arrival (DOA), homicides, code blue, cost recovery matters, etc. Observes, evaluate, and coordinate administrative activities with IRM, Engineering, Pathology and Laboratory Service, Radiology, Nursing, Chaplain and Social Work and Environmental Management personnel, among others. Interpret VA rules and regulations to determine if presenting Veterans meet i.e. established criteria to warrant entitlement to benefits associated with hospital admission or outpatient care, nursing home care, dental treatment, domiciliary, distant patient lodging, non-VA care, prosthetic appliances, patient transfers, and beneficiary travel. Observes, evaluate, and coordinate administrative activities with IRM, Engineering, Pathology and Laboratory Service, Radiology, Nursing, Chaplain and Social Work and Environmental Management personnel, among others. Respond to emergencies to determine priorities and nature of actions to be taken i.e. authorizes services, supplies and personnel, notifies the authorities, as necessary. Work Schedule: Varies based on a rotation schedule. It can be a 2pm-10pm shift, a 2-midnight shift, a 10pm to 8am shift, or a 8am to 6pm shift.

Virtual: This is not a virtual position.

Position Description/PD#: Medical Administrative Assistant/PD12192A

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required


Conditions of Employment


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/04/2020. 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-06. 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: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to the following: provide technical and administrative guidance necessary relating to the care and treatment of Veterans and eligible beneficiaries to achieve optimum use of available resources, as well as appropriate referral or transfer to other facilities/resources. You will be rated on the following Competencies for this position:

Manages and Organizes InformationMedical InformationOrganizational AwarenessOrganizational StewardshipTechnology Application 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: The work requires significant movement throughout the Healthcare System with the occasional requirement to lift objects such as suitcases, clothing, or medical charts. Work is typically performed in an adequately lighted and climate-controlled office. May required occasional travel. Work is accomplished in a busy, generally congested office area. The HOS routinely goes to most sections and buildings, including offices, clinics, wards, laboratories, and the morgue. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at


A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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:

Additional Information

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This job opportunity announcement may be used to fill additional vacancies. 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. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online view the following link for information regarding an Alternate Application.

  Back to All Job Opportunities

Job Details

Employment Type

Full Time