Clarification from the agency

1st consideration will be given to current, permanent employees of the Alaska VA Healthcare System. 2nd area of consideration is permanent VISN20 employees. 3rd area of consideration is permanent VA Wide employees. All other statuses' will be considered after internal merit promotion VA employees are exhausted. Special authorities are clarified in the announcement questionnaire.

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Duties include but are not limited to:

Data Analysis

• Analyze a variety of databases and data-driven programs, e.g., Pyramid Analytics, Decision Support System (DSS), Strategic Analytics for Improvement and Learning (SAIL), Veterans Equitable Resource Allocation Model (VERA), VHA Support Service Center (VSSC), Press-Ganey data, etc.
• Evaluates information and determines whether data obtained is accurate and sufficient to meet the identified needs, i.e., whether the report contains all required data elements, whether the report fully addresses the specific need, whether the timeframe of the report corresponds to the need, whether the results can be validated. Analyzes reports and draws conclusions. Converts information into knowledge, i.e. transforms report outputs to useable knowledge for operations or policy support; adds value to the information by using advanced analysis tools, combining it with other data, and customizing the information.
• Ensures maximization of the Veterans Equitable Resource Allocation (VERA) for AVAHS. This includes, but is not limited to, establishing priorities, recommending changes to ensure the accuracy of patient classification into the appropriate VERA category, coordinates and develops reporting format for Service-level Management Briefings and analyzes resource utilization, internal controls, and assists in addressing situations in which resources are misaligned. Integrates budget information into long and short range planning.
• Develops databases that support benchmarking of data including financial data, patient population and workload.
• Responsible for the design and development of all reports and databases translating data into meaningful management information which is made available to a wide variety of constituents, including oversight bodies and stakeholders. These databases and special studies produce information that help evaluate/analyze on a quantitative or qualitative basis, the effectiveness of programs on meeting established goals and objectives.
• Ensures the accuracy of the information delivered. Reports are tested, critiqued, and updated according to established update frequency.
• Conducts special studies and analyses as requested, including feasibility studies, cost benefit analyses, FTEE/productivity analyses, case mix analyses, etc. identifies and evaluates data elements needed for these studies (e.g., Vista, KLF, DSS, NOE, etc.) and submits findings. Provides results and recommendations in a timely, concise and accurate manner.
• Coordinates and disseminates data, special projects, and other information pertaining to relevant program responsibilities with medical center staff for review and/or action. Assures activities requiring response are accomplished in a timely manner. Exercises initiative and collaborates effectively with service chief implementing complex and competing strategies for process improvements. Designs new health management systems and prepares them for implementation.

Special Projects

• Plans, manages and executes special projects for major office or program issues of broad impact. Conceives and implements new initiatives and projects to strengthen, facilitate, and integrate programs.
• Undertakes or participates in special projects, ongoing analyses, investigations and initiatives that have high priority for high level management. This may involve producing complex analyses and written reports; organizing special committees, workshops, or other gatherings; initiating program reviews; developing or fostering cross-agency activities.
• Identifies and determines training priorities, conducts and administers training programs, develops and improves training guidance. Conducts classroom or other group­ setting instruction, such as the VA LEAD program and the VHA Voices program. Conducts extensive coordination with multiple Services and individuals.

Work Schedule: Monday - Friday, 7:30am - 4:00pm
Virtual: This is not a virtual position
Telework: VA 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 on an ad hoc basis. Telework eligibility will be discussed during the interview process.
Position Description/PD#: Health System Specialist - Executive Assistant to the Director/PD502410
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

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. 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)
• 5 CFR 330.502 - General restriction on movement after competitive appointment applies.

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 05/09/2025.

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 within 30 days of 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 Requirement (IOR): An IOR is a basic requirement that must be met in order to qualify for the 0671 occupational series. Education must be accredited by an accrediting body recognized by the U.S. Department of Education at the time the degree was obtained. To qualify for this occupational series, applicants MUST have one of the following listed below:

Education: Graduate education with a major field of study such as hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. Transcripts Required.
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: The 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 (Submit a copy of the individualized training plan with your application). 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);
• 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 IOR applicants must also meet Specialized Experience

• 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: Expert knowledge of the specialized principles and practices of health care administration to evaluate and advise senior management regarding the overall management of this health care delivery system. Knowledge of financial and management principles, organizational theory and techniques of analysis and evaluation, along with knowledge of standardized administrative practices and procedures. Skill in applying fact-finding and investigative techniques (e.g. employee/supervisor interviews, review of work procedures, instructions, records and files) to gather clear cut factual evidence of administrative products and production processes. Identify, analyze and recommend solutions to problems in organizational structure, staffing, administrative procedures, work processes, or workload distribution. Comprehensive knowledge of and ability to apply the full range of management improvement methodologies and techniques, such as systems and procedures. analyses, cost-benefit studies, work measurement, planning and control techniques, flow diagrams and questionnaires.

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

• Administration and Management
• Interpersonal Skills
• Manages Human Resources
• Managing Human Resources

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 generally performed in an office setting with significant time involved on computer systems. Some travel is required; however more extended travel is possible and may be required on short notice. Work requires short deadline projects which may require work hours to be flexible.

Work Environment: Work is typically performed in an adequately-lighted and climate-controlled office setting with significant time involved on computer. Travel is required and at times will be requested on short notice. Work requires many short deadline projects so work hours may be extra-long as the project requires. Minimal lifting is required. Standing to make presentations before groups is required.

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)
• Series and Grade, if applicable, for all Federal positions you have held

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.

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.