Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.

Major duties include but not limited to:

1. The positions is that of an Executive Assistant to the Associate Director (EA/AD) of the VA Roseburg Healthcare System.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. Serves as the Committee Manager for Resources Council and Environment of Care Committee.
9. Audits employee competency folders for the administrative services of the organization.
10. 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.
11. The EA/AD is responsible for and supervises all administrative functions inherent in the Office of the Associate Director.
12. Prepares Executive Leadership Board reports for Associate Director.
13. Coordinates site visits for dignitaries, inspectors, consultants, including Inspector General, Joint Commission, Annual Workplace Inspection, Service Organizations, Congressional visits, etc.
14. Develops background information and upon request composes drafts to be presented at various meetings by the Associate Director.
15. Incumbent assists the Associate Director in the formulation of policies.
16. 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.
17. Prepares special contribution awards and presentations.
18. Responsible for budget management of the Veteran Canteen Services Dividend fund for the Director's Office.
19. Acts as the expediter or consultant to administrative and facilities services to accomplish program modifications, acquire new resources, personnel and space problems.
20. 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.

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, 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 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.

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).

1. 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.
2. 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 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.

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. Applicants will be referred in the order in which they were received.

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

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.