Clarification from the agency

This announcement is only open to current, permanent employees of the Department of Veterans Affairs.

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The position is that of an Executive Assistant to the Associate Director (EA/AD) of the VA Roseburg Healthcare System. Major duties include but is not limited to:

• 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.
• Works closely with service chiefs and administrative support personnel in each of the administrative services to allow for the sharing of information and ideas.
• Provides assistance and coordination for the development and implementation of Medical Center special projects that cross departmental lines of authority, at the request of Medical Center management.
• 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.
• Participates in and/or leads process improvement projects at the direction of the Associate Director. Monitors these processes and programs to ensure their efficient functioning.
• Serves as the Committee Manager for Resource Council and Environment of Care Committee.
• Audits employee competency folders for the administrative services of the organization.
• 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. This includes preparation of agendas, notification of individuals, equipment and similar matters.
• Develops background information and upon request composes drafts to be presented at various meetings by the Associate Director. Prepares correspondence for the Director and Associate Director.
• Deals with patient/guest related complaints and problems which require 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. Trains, provides instructions, provides assignments of work, and reviews finished work for work studies, volunteers, and interns in the office of the Associate Director.

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.
Work Schedule: Monday - Friday, 8:00am to 4:30pm
Telework: Not eligible.
Virtual: This is not a virtual position.
Position Description/PD#: Health System Specialist/PD302540 and PD302560
Relocation/Recruitment Incentives: May be authorized for highly qualified candidates.
Critical Skills Incentive (CSI): Not approved.
Permanent Change of Station (PCS): Not authorized.
Financial Disclosure Report: Not required.

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
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.
• 5 CFR 330.502 - General restriction on movement after competitive appointment

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 11/08/2023.

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 within 30 days of the closing date of this announcement.

• For a GS-11 position you must have served 52 weeks at the GS-9.
• For a GS-12 position you must have served 52 weeks at the GS-11.

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): The Health System Specialist 0671 occupational series requires specific experience to be met in order to be appointed into a position of this series. This IOR is set by the Office of Personnel Management (OPM) and includes:

• 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 Inservice 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 the Individual Occupation Requirements, applicants must also meet the experience and/or education requirements as described below:

Minimum Qualifications, GS-11:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade, GS-9, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Preparing and submitting requests for personnel administrative actions; assessing, analyzing, interpreting, and evaluating results for appropriate follow-up action, resolution, or referral of issues; building collaboration within a professionally, social-economically, and educationally diverse group; and preparing reports and/or written correspondence. Note: 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. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree OR three full years of progressively higher-level graduate education leading to such a degree that is related to this position OR LL.M., if related. Your education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one year of full-time study; if that number cannot be obtained from the transcript, 18 semester hours will be considered as one full academic year of graduate study. Note: Transcripts required. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of graduate education beyond the first 18 semester hours and specialized experience as described above in order to qualify. Note: Transcripts required.

Minimum Qualifications, GS-12:

• Specialized Experience: 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: Preparing and submitting requests for personnel administrative actions; assessing, analyzing, interpreting, and evaluating results for appropriate follow-up action, resolution, or referral of issues; developing approaches and strategies to improve organizational effectiveness and efficiency; providing assistance in the oversight, management, and/or coordination of a project or program; building collaboration within a professionally, social-economically, and educationally diverse group; and preparing reports and/or written correspondence. Note: 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.

You will be rated on the following Competencies for this position:

• Conflict Management
• Customer Service (Clerical/Technical)
• Decision Making
• Organizational Awareness

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 is sedentary requiring walking and standing.

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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Resume Reminder - Your resume must include the following information for each job listed:

• Job title
• Duties (be as detailed as possible)
• Month & year start/end dates (e.g. June 2007 to April 2008)
• Full-time or part-time status (include hours worked per week)
• Salary/Rank etc.
• Series and Grade, if applicable, for all Federal positions you have held
• References, current or recent supervisor

Do not include the following types of information in your resume:

• Classified or Government sensitive information
• Social Security Number (SNN)
• Photos of yourself
• Personal information, such as age, gender, religious affiliation, etc.

Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail. The experience stated in your resume must support your assessment responses.

Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

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.

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.