Summary This position is located at the VA Roseburg Healthcare System and the Eugene VA Clinic, Office of the Associate Director (AD). The incumbent provides full and complete staff assistance to the Associate Director on administrative matters affecting the efficient operations of the facility. NOTE: Some days, the incumbent is to work in Roseburg VAMC in Roseburg Oregon and other days in the Eugene VA Clinic in Eugene Oregon. Responsibilities Major duties include but not limited to: The positions is that of an Executive Assistant to the Associate Director (EA/AD) of the VA Roseburg Healthcare System. Cooperatively works with all departments within VARHS, other VA Facilities, the VISN, and external organizations to support the business of the Associate Director's office. The EA/AD has direct dealings with officials at the local, VISN, and Headquarters levels to ensure proper coordination and compliance of the Roseburg VA Medical Center activities. Contacts include Regional Counsel where the EA/AD acts as a liaison for the Associate Director dealing with a wide variety of legal and public affairs issues as they impact the operations of the Medical Center. The EA/AD works closely with service chiefs and administrative support personnel in each of the administrative services to allow for the sharing of information and ideas. The EA/AD coordinates meetings as necessary with administrative services to exchange information, discuss policies and procedures, and assist/coordinate with problem resolution. The EA/AD provides assistant and coordination for the development and implementation of Medical Center special projects that cross departmental moves, implementation of new equipment or other technology, activation of new/remolded area, efficiency reviews, and administrative process reviews. Coordinates both external and internal inspection readiness with departments under the office of the Associate Director. Coordinates development, submission, implementation, and tracking of the special priority initiatives within VARHS, and externally with the VISN and VACO. Coordinates completion of VACO, VISN and internal suspense items. Thoroughly reviews meeting minutes, reports, memos, letters and assignments from VACO and VISN for accuracy, grammar, content, and completeness prior to advancing to the Associate Director. Also reviews to identify potential problems, areas of concern, or issues that require immediate attention. Incumbent communicates information to appropriate staff, coordinates analysis and evaluation and problem solving activities. Assists with implementation of resolution and implementation of solutions. Participates in and/or leads process improvement projects at the direction off the Associate Director. Monitors these processes and programs to ensure their efficient functioning. This requires a thorough knowledge of facility programs and systems, and the ability to develop and implement these programs, utilizing all available resources. A wide degree of independence is assumed in this role, and the EA/AD is accountable for the end product of the process. Serves as the Committee Manager for Resources Council and Environment of Care Committee. Audits employee competency folders for the administrative services of the organization. The incumbent has regular access to printed and electronic files containing sensitive information which must be protected under the provisions of Privacy Act of 1974 and other applicable laws and regulations. The EA/AD is responsible for and supervises all administrative functions inherent in the Office of the Associate Director. Prepares Executive Leadership Board reports for Associate Director. Coordinates site visits for dignitaries, inspectors, consultants, including Inspector General, Joint Commission, Annual Workplace Inspection, Service Organizations, Congressional visits, etc. Develops background information and upon request composes drafts to be presented at various meetings by the Associate Director. Incumbent assists the Associate Director in the formulation of policies. Incumbent deals with patient/guest related complaints and problems which required tact, diplomacy, understanding of the medical center operation and function, and ability to communicate with people of diverse educational backgrounds. Prepares special contribution awards and presentations. Responsible for budget management of the Veteran Canteen Services Dividend fund for the Director's Office. Acts as the expediter or consultant to administrative and facilities services to accomplish program modifications, acquire new resources, personnel and space problems. Serves as a preceptor for work studies, volunteers, and interns in the office of the Associate Director. Work Schedule: Monday - Friday, 8:00am - 4:30pm, PST Position Description Title/PD#: Health System Specialist/PD302540 and PD302560 Physical Requirements: The work is sedentary requiring walking and standing. Promotion Potential: The selectee may be promoted to the full performance level (GS-12) without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Requirements Conditions of Employment You must be a U.S. citizen to apply for this job Subject to a background/suitability investigation Selective Service Registration is required for males born after 12/31/1959 A complete application package; Resume, Transcripts, etc. is required 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 identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Upon completion of your probationary period (OR INSERT "trial period"), your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period (OR INSERT "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 Qualifications To qualify for this position, applicants must meet specialized experience requirements within 30 days of the closing date of this announcement.03/17/2026 Individual Occupational Requirement (IOR): The 0671 series requires specific education or experience to be met in order to be appointed into a position of this series. You must meet one of the pre-determined Education or Experience Individual Occupational Requirements listed below as set by Office of Personnel Management (OPM). Undergraduate and Graduate Education in a Major study of hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. Experience of 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 In addition to meeting the IOR, applicants must also meet the education and or specialized experience as indicated below. For GS-11: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-09) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Health System Specialist. Qualifying specialized experience would typically include but not limited to the following: Coordinating meetings as necessary with administrative services to exchange information, discuss policies and procedures, discus policies and procedures and assist/coordinate with problem resolution. Experience in project management. Collaborating with multiple subject matter experts in developing/editing Congressional responses. Reviewing meetings, reports, memos, letters and assignments for accuracy, grammar, content and completeness before forwarding for signature. Ability to communicate verbally and in writing. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree; or 3 full years of progressively higher level graduate education leading to such a degree; or LL.M., if related . OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and graduate level education as described above, beyond the first year (18 semester hours) to be creditable. To determine if you met these requirements, total your qualifying experience as a percentage of the experience required for the grade level; then determine your education as a percentage of the education required for the grade level; then add the two percentages. The total percentage must equal at least 100 percent to qualify. For example, an applicant has 9 months of specialized experience equivalent to GS-9 and 2 1/2 years of creditable graduate level education in music. The applicant meets 75 percent of the required experience and 50 percent of the required education, i.e., the applicant has 1/2 year of graduate study beyond that required for GS-9. Therefore, the applicant exceeds the total requirement and is qualified for the position. (The applicant's first 2 years of graduate study are not qualifying for GS-11.) NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation. For GS-12: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-11) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Health System Specialist. Qualifying specialized experience would typically include but not limited to the following: Knowledge and experience of organizational and management principles, and theory, coupled with knowledge and experience in healthcare operations. Applying resource management strategies. Analyzing problems and establishing work-related priorities. Developing assessment studies and/or reviews to determine the cause and scope of identified or suspected problems. Familiarity with systems and requirements in various administrative areas such as budget, personnel and procurement. Assessing a variety of conflicting information and arriving at accurate, acceptable and timely solutions and or recommendations. There is no educational substitution for the GS-12 level. 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. 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: 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. NOTE: There is no educational substitution for the GS-12. Additional Information 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. Participation in the seasonal influenza program is 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/. 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.
