Summary This position is a detail not to exceed 120 days located in the Executive Office under the Associate Director (AD) in Martinsburg Department Of Veteran Affair Medical Center. This position serves as the Health System Specialist-Executive Assistant to the Associate Director assisting with administrative oversight over several services as well as providing support to the entire Martinsburg VA Medical Center Executive Leadership Team. Responsibilities Duties include but are not limited to: Supervisory (25%) The incumbent provides technical and administrative supervision for program analyst and administrative, financial, and timekeeping operations of the Associate Director Office and Associate Director service line. Incumbent oversees the daily operation of the office, ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of the Associate direct reports. Acts as a lead personnel management expert in advising high level officials on all aspects of personnel management activities. Makes recommendations relating to various personnel policy issues and provides advice at a high agency level on personnel management matters and problems. Maintains continuous liaison with the departmental human resources offices in areas of personnel recruiting, promotion, training, equal opportunity employment, disciplinary action, performance evaluation, and recruiting. Administrative Management (25%) The incumbent must possess a thorough understanding of the administrative, technical and operational aspects inherent in the Veterans Health Administration (VHA) system to be effective in the performance of general and specialized staff functions for which he/she is assigned responsibility. Incumbent must have the knowledge or regulatory restraints, budgetary vision, and workload capabilities when negotiating with other health care facilities. The incumbent must have the ability to plan, organize and direct health care providers in the development of extended health care programs. The incumbent must be knowledgeable of the impact of the accreditation process such as the Joint Commission (TJC), state, federal regulation in the daily operation of health care units. In the absence of the Associate Director, will serve as an administrative resource person to assist in the analysis and problem solving in any unexpected situation that may occur such as evaluation of significant items in reports, files, and correspondences. Program Administration and Management (25%) Incumbent provides administrative and operational assistance necessary to the Associate Director, service leadership and program managers as needed along with each administrative support. Serves as the Administrative Control Correspondence Coordinator for the Associate Director in answering Suspense and Issue Briefs to the VISN by gathering and reviewing data and contacting clinical staffers to discuss and resolve patient care issues. Incumbent writes suspense responses for the Associate Director review and Medical Center Director's signature. Program Analysis (25%) The incumbent must demonstrate analytical ability and knowledge to resolve complex administrative and operational issues. Experience in problem-solving abilities to enhance the delivery of health care. Must have the ability to analyze situations and to offer recommendations to improve or broaden healthcare services. Performs Other duties as assigned. Work Schedule: Monday thru Friday 8:00am to 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Supervisory Health System Specialist-Detail/PD241530 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You 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) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/29/2025. 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-13 position you must have served 52 weeks at the GS-12. 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. Individual Occupational Requirements (IOR) Undergraduate and Graduate Education: Major study--hospital administration, health administration, or related fields such as business or public administration with course work in health care administration. NOTE: Transcripts must be submitted with your application. OR, Specialize Experience: Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following: Missions, organizations, programs, and requirements of health care delivery systems. Regulations and standards of various regulatory and credentialing groups; and Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. Special Provision for In-service Placement: Successful completion of an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included: Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements. Practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and Oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program. GS-13 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Provides technical and administrative supervision for program analyst and administrative, financial, and timekeeping operations in a healthcare setting. Experience overseeing the daily operation in office setting, ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance. Experience giving advice, council and instruction to employees, experience interviewing candidates, recommends appointment and identifies and provides training needs. Experience providing advice to leadership following union guidelines. You will be rated on the following Competencies for this position: Communications Organizational Awareness Strategic Thinking 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 primarily sedentary, although some walking is involved in assessing operational space and evaluating problems. 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/. Education There is no educational substitution at this grade level. 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://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or 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. This job opportunity announcement may be used to fill additional vacancies. 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.
