Health Systems Specialist (Executive Assistant) at Department of Veterans Affairs

Not Required

Duties

Duties include but are not limited to: Manage manpower, funds, space, and resources to support quality patient care, education, and research activities. Analyze all aspects of care delivery and management, including planning, organizing, implementing, coordinating, and evaluating medical and administrative operations. Ensure program requirements and criteria are met for assigned organizations, and maintain alignment with the VA mission. Review and monitor services for compliance with internal and external accrediting agencies' standards. Review reports and data to identify trends and issues, recommending interventions as needed. Conduct analytical studies on operational processes, compile comprehensive reports, and suggest remedial actions for discrepancies. Recommend new policies and revisions to existing facility policies to improve operations. Analyze impacts of new legislation, goals, and technological advances on procedures, and develop new systems to address these changes. Provide specialized support and guidance in adapting to changes in mission and operational needs. Ensure effective reporting and internal evaluation of healthcare delivery programs within the Network, providing insights and recommendations for improvement. Work Schedule: Monday-Friday, 0730-1600 Position Description Title/PD#: Health Systems Specialist (Executive Assistant)/PD146160 Physical Requirements: The incumbent's work is generally carried out in an office setting in the Chief of Staff Suite at the VA Salt Lake City Health Care System, George E. Wahlen Medical Center. On a daily basis, the incumbent travels within the medical center to attend meetings and to observe patient care and activities. The incumbent may be required to travel to VASLCHCS outpatient clinics, VISN 19 Network Office, and other VISN 19 and VHA facilities. The work is primarily sedentary, although some slight physical effort may be required, such as walking through the entire facility or carrying charts or manuals up to 15 lbs. Work Environment: Work is typically performed in an adequately lit and climate-controlled office. Promotion Potential: The selectee may be promoted to the full performance level 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/08/2025. Health System Administration Series, 0671 Individual Occupational Requirements: Undergraduate and Graduate Education: Major study -- hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. or Specialized 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. Or 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. In addition to meeting the IOR you must also meet: GS-12: Specialized Experience GS-12: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Clinical program knowledge and unique knowledge of the mission and organization of health care delivery systems. Extensive knowledge of organizational structure, functions, and procedures of Medical Center, VISN, and the Department of Veterans Affairs. Knowledge of VHA medical/professional and administrative programs at this facility. Knowledge of strategic planning, financial planning, organizational theory, healthcare policy, VHA policy and planning guides, modeling practices, data analysis, and academic healthcare management. Working knowledge of the VA equipment and supply procurement process and be able to communicate accurate information to the COS and clinical service line chiefs regarding these programs. GS-13 Specialized Experience GS-13: 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: Strong understanding of human psychology and behavior is needed to effectively work with the diverse collection of management and organizational principles are needed for effective participation in all pertinent medical center programs. The incumbent must have an understanding of a wide variety of laws, regulations, guidelines, and protocols; mastery of a wide range of qualitative and quantitative methods for the assessment and improvement of program effectiveness or the improvement of complex management processes and systems. Mastery knowledge and ability to apply analytic principles, theories, and techniques to healthcare management and operational systems with a degree of resourcefulness and ingenuity. Knowledge of Medical Center operations sufficient to identify compliance risks relative to specific Services, functional units or individual positions. Incumbent must possess strong managerial, leadership and interpersonal skills, as well as excellent written and oral communication skills. Expert level knowledge of health care service administration, continuous quality improvement; data analysis; healthcare principles, theories, and practices; budgeting, planning, administration, and labor/union relationships, or other key administrative support functions; sufficient to analyze and evaluate broad and difficult problems, apply extensive qualitative and/or quantitative methods for program improvement, make recommendations for complicated solutions; and the related ability to apply health care management principles to complex problem-solving situations. Ability to independently investigate complex issues, analyze problems, and present both written and oral recommendations taking into full consideration the wide range of factors and requirements which affect the management of the healthcare delivery system. You will be rated on the following Competencies for this position: Administration and Management Analysis and Problem Solving Communications Project Management 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. 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/. Probationary Periods: The first year of service of an employee who is given a career or career-conditional appointment in the competitive service under the Civil Service Regulations is a probationary period unless specifically exempted by the appointing authority. At least 60 days prior to the end of each employee's initial probationary period or trial period, management officials shall, to the extent practicable, meet to discuss the employee's performance and conduct (based in part on input from the employee's supervisor), the needs of the agency, and whether their continued employment would advance the public interest, the organizational goals of the agency, and the efficiency of the service. Within 30 days prior to the end of each employee's probationary or trial period, management officials shall determine whether to finalize the employee's appointment to the Federal service, or whether to terminate their service. Before the employee is terminated, they shall be notified in writing of the effective date of the action.

Education

No education substitute. 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.

Other 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/. 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. 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.