Clarification from the agency

Open to current permanent VHA employees and CTAP eligible. Permanent VHA employees includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). This does not include temporary, term or temporary intermittent.

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Major Duties:

• Performing comprehensive administrative and operational support functions for the Assistant Director responsible for CBOC operations, Emergency Management, Facility Leases, Privacy/FOIA, and dotted line coordination with OI&T.
• Developing, monitoring, and maintaining integrated administrative systems for all services within the assistant director office within the healthcare system.
• Serving as the primary liaison between CBOC clinical and administrative staff, ensuring consistent implementation of policies, procedures, and operational standards across all satellite facilities.
• Coordinating special initiatives and system-wide improvements affecting CBOC operations, including patient flow optimization, appointment scheduling system enhancements, and quality improvement projects. Participating in on-site visits to CBOCs to assess operational effectiveness, identify challenges, and facilitate problem resolution.
• Tracking and monitoring compliance with emergency management training requirements, ensures completion of required certifications, and maintains records of exercises and drills. Preparing status reports on emergency preparedness activities for senior leadership and regulatory agencies.
• Ensuring effective management of all leased properties, housing CBOCs, and administrative functions.
• Coordinating VA Real Property and Facilities Management, Legal Counsel, and Finance departments to track lease expiration dates, renewal deadlines, and renegotiation timelines.
• Alerting senior management to potential lease violations, maintenance issues, or disputes requiring management attention and coordinates responses to landlord requests, repair needs, and facility modifications.
• Serving as the primary point of contact for landlords, property managers, and real estate consultants regarding operational, maintenance, and administrative matters affecting leased facilities and escalates significant issues to the Assistant Director and senior Real Property leadership as appropriate.
• Supporting development and maintenance of local processes and tools for privacy incident tracking, mitigation follow-up, and compliance monitoring, in collaboration with the facility Privacy Officer and Information Security Officer.
• Providing dotted line coordination with OI&T to support planning and implementation of information technology and telecommunications capabilities for CBOCs, leased facilities, and related operational initiatives.
• Developing detailed studies examining efficiency, effectiveness, compliance, and resource utilization, and resulting recommendations support strategic decisions regarding facility expansion, service realignment, or operational restructuring.
• Appling project management methodologies to coordinate complex, multi-phase initiatives affecting CBOCs, emergency preparedness, facilities, Privacy/FOIA operations, or IT-security-dependent workflows. Developing detailed project plans, managing timelines and deliverables, tracking resource utilization, and reporting on project status to senior leadership, and may coordinate across multiple internal departments and external organizations to accomplish shared objectives.
• Analyzing CBOC access measures, appointment availability, utilization rates, staffing patterns, and quality indicators and prepares statistical reports, graphical displays, and narrative analyses for executive presentation and decision-making.
• Tracking and reporting on Privacy/FOIA metrics such as request volume, timeliness, backlog, and compliance findings in collaboration with the Privacy Officer, FOIA Officer, and related staff. Collaborating with Operations Managers, Clinical Staff, Finance personnel, Privacy/FOIA staff, and OI&T to validate data accuracy, resolving discrepancies between data sources, and ensuring appropriate interpretation of operational metrics and compliance indicators.
• Leading or participating in process improvement initiatives affecting CBOC operations, emergency preparedness, facilities management, or Privacy/FOIA workflows using appropriate analytical frameworks.
• Proposing innovative solutions to operational challenges, facility constraints, privacy or information governance issues, or emergency preparedness gaps and demonstrates resourcefulness in developing cost-effective alternatives and implementing sustainable improvements.
• Coordinating with VA Real Property, Procurement, and Finance departments regarding contracts, purchase orders, and task orders affecting assigned areas.

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• 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)

• 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 all requirements by the closing date of this announcement, 05/21/2026.

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-11 position you must have served 52 weeks at the GS-09. 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:

This occupational series has an Individual Occupational Requirement - for this series, the following Basic Requirement must be met in addition to the Specialized Experience.

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 (for positions above GS-5): 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.

• 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.

• You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: 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.

Preferred Experience:

• Candidates with 3 to 5 years of experience using these skills to stand our for this role. This includes coordinating operations in outpatient, clinic, or CBOC settings, managing schedules, staffing, workflows, access, and performance, and supporting emergency management or continuity of operations activities such as Emergency Operation Plans, drills, training, and compliance with standards. It also includes performing qualitative and quantitative analysis of operations, access, workload, quality and financial metrics, and/or developing monitoring systems, reports, dashboards, and trend analyses that inform leadership decisions.
• Individuals who have led or significantly contributed to process projects such as Lean, Six Sigma, systems redesign, or workflow redesign; managed multi phase projects by creating project plans, managing timelines and deliverables, coordinating across services, and implementing sustainable improvements; assisted with or managed budgets, cost data, cost benefit analysis, and written justifications; worked with contracts or procurement by tracking deliverables, monitoring performance, validating invoices, and/or possibly serving in a COR capacity; supported Privacy Act, FOIA, HIPAA, or similar information governance through tracking requests, redactions, incident tracking, and compliance monitoring: and acted as an effective liaison among leadership, clinical staff, facilities, IT, landlords and external agencies, handling sensitive issues with diplomacy and persuasive communication.

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.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:

• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork