Summary This position is in the Executive Office under the Chief of Staff (COS). This position serves as the Executive Assistant in the Office of the Chief of Staff 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 Chief of Staff Office and Chief of Staff 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 Chief of Staff 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 (40%): 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 Chief of Staff, 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 (Administrative Support to Clinical Services(20%): Incumbent provides administrative and operational assistance necessary to the Chief of Staff, service leadership and program managers as needed along with each administrative support. Serves as the Administrative Control Correspondence Coordinator for the Chief of Staff 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 Chief of Staff review and Medical Center Director's signature. Program Analysis (15%): The incumbent must demonstrate analytical ability and knowledge to resolve complex patient care issues and to evaluate clinical programs/services. 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 8:00 am to 4:30 pm Position Description Title/PD#: Supervisory Health System Specialist/PD082060 Physical Requirements: Work is primarily sedentary, although some walking is involved in assessing clinical space and evaluating programs. Some physical effort may be required in carrying files and papers. Work is performed in an adequately lighted and climate-controlled area of the main Medical Center building. A moderate amount of emotional stress prevails on a daily basis when dealing with patients, family members and/or staff. 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. As a condition of employment for accepting this position, you will/may 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement. 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. You may qualify based on your experience and/or education as described below: 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 required. 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: Human Capital Management 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; 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. 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. IMPORTANT: 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: 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. 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. A supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. 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/. 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.
