Clarification from the agency

Special authorities include: Former overseas employees and foreign service employees. Clarification for these authorities is provided in the questionnaire. - First AOC (Area of Consideration) is Facility employees - Second AOC is VA Agency - Third AOC are all other eligible applicants

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The incumbent serves as a major advisor and Executive Assistant to Deputy Director, Patient Care Services (DDPCS) /Chief Nursing Executive at VAPORHCS. In partnership with Division Leaders, the incumbent is responsible for the overall daily operation and long term management of the DDPC's Strategic Business Unit (SBU) that includes Chaplain Service, Inpatient and Emergency Department, Imaging Services, Nursing Professional Services, Organizational Development, Pathology & Laboratory Services, Pharmacy Service, Sterile Processing, and Whole Health Service, which equates to approximately 1,100 FTE. The incumbent is a peer to Division Leaders, collaborating and working as a member of a cohesive team to collectively assist Executive Leadership in all aspects of efficient and effective business operations.

Duties include but are not limited to:

• Interpreting administrative policies, developing and implementing local policies, defining administrative requirements and/or providing advice to top facility and VISN management on related issues in a health care system.
• Providing advice and guidance for a wide spectrum of managerial areas regarding administration in a health care system.
• Participating in various constituent meetings to promote understanding of the healthcare delivery system's mission and/or to create an atmosphere conducive to quality patient care.
• Developing and coordinating internal review systems to assure clinical/administrative activities are in compliance with agency, accrediting and/or regulatory requirements in a health care system.
• Serving as an advisor to the agency on all administrative management matters associated with programs and operation.
• Independently identifies and collects necessary data, including legislative and program data
• Interviews with senior management program officials, veterans, employees, and supervisors
• Facilitating short and long-range planning efforts
• Reviewing and interpreting health care data and metrics

Work Schedule: Monday - Friday, 7:30am - 4:00pm (PST)
Position Description/PD#: Health System Specialist (Executive Assistant)/PD213230
Physical Requirements: No special physical demands are involved except the ability to work under pressure, tight time deadlines, and rapidly changing priorities. The work requires walking throughout the VAPORHCS. The incumbent may work irregular hours. Travel may be 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/trial 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)

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement,, 08/05/2025.

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-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.

You may qualify based on your specialized experience as described below:

• 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: 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.

Examples of specialized experience would typically include but not limited to: knowledge of a wide range of qualitative/quantitative methods to organize and lead integrated process teams throughout a health care system to create process improvements; apply the specialized principles and practices of health care management in directing or supporting a health care delivery system; analyze data, identify trends and concerns of issues and bring to attention those areas where possible discrepancies exist to health care system leadership; conduct special studies on health care system manpower, space, and equipment utilization to facilitate resource management decision-making by Executive Leadership.

Preferred Experience:

• Minimum of five years of experience in hospital administration and operations, leadership and (or) management.
• Minimum of five years of experience working closely with facility service managers, problem solving, and building coalitions.
• Managing executive level budgeting processes that resource the organization.
• MS Office suite products to include data entry and analysis and reports.
• Master's Degree in Hospital Administration, Public Health Administration, or related fields such as business or public administration.

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

• Administration and Management
• Planning and Evaluating
• 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/.

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.

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.

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 (SSN)
• 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.

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.