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.

Work in collaboration with Service Lines, to review and develop guidance and policies that will facilitate standardized processes within the facility and applicable CBOCs, etc. Review and provide input on regulations and policies for local interpretation, utilizing local group practice management and communication strategies. Review and evaluate assigned processes and procedures to determine areas of effectiveness, efficiency, and improvement.

Work with Veteran Experience Officers to evaluate patient and family concerns. Coordinate efforts to ensure patient concerns are received, evaluated, and addressed in a timely and effective manner. Provide accurate data to ensure that processes and procedures developed are supported. Assist in the evaluation of outpatient care patient feedback for access and quality measures at the facility, evaluates and recommends changes. Collaborate with the Veterans Experience, clinic management, scheduling, and analytic groups.

Implement process improvement and training opportunities that support frontline employees in providing predictable, consistent and comfortable customer service experiences for Veterans, their caregivers and beneficiaries. Follow benchmarks and established processes for taking corrective actions on decreasing/low scores in Veterans/Staff experience data. Promote consistent communication plans with clinic teams relating to the plan of action IAW the Veterans experience data.

Utilize advanced principles and strategies for access improvement to review and provide recommendations to Clinical Leads (CLs), including identifying strategies to reduce backlog. Monitor existing or emerging workflow issues; monitors consult management issues and provide guidance.

Integrate data analytics and measures with continuous process improvement utilizing LEAN, Six Sigma, and other improvement methodologies to meet and sustain goals and objectives. Collect and analyze reports trended data sets; make recommendations to assist in the allocation of resources. Assist clinic managers in identifying causal interrelationships between the various aspects of ambulatory care and its impact on clinical operations to achieve and sustain quality, safe, efficient, and effective care.

Provide recommendations on facility improvements including construction, renovation, space utilization and purchase of equipment. Advises departments associated with the allocation of fiscal, personnel, equipment, and space resources.

Assist clinic managers in forecasting the impact of staff changes and developing countermeasures to mitigate the effect of staff shortages on access to care. Make recommendations to managers regarding allocation of resources. Monitor, and make recommendations to adjust plans to effectively and cost-efficiently accomplish the mission within budgetary constraints. Perform cost analysis and cost effectiveness studies.

Work closely with clinic managers to formulate budget recommendations to allocate all available resources to achieve optimal outcomes. Identify the most resource-effective procedures and product lines. Analyzes the financial impact of proposed policies and recommends options.

Provide administrative program advice, including interpreting policies, making recommendations for policies, assisting managers in defining administrative requirements, and/or providing advice to leadership. Evaluate and monitor administrative activities and make recommendations for program improvements. Perform demand/capacity analysis, templating and scheduling. Provide guidance on effective use of office staff and recommends desirable changes to enhance central support services. Assist and/or support clinical and administrative leads in implementing actions designed to improve operations.

Implement established action plans that will enable clinical grids to accurately reflect supply. Monitor profile indicators to help eliminate issues with backlogs, Missed Opportunity Rates, Wait Times or Community Care options. Ensures accuracy of related services FTEE, person class assignments, labor mapping and bookability. Monitor business and clinical analysis recommendations across service lines to determine trends and impact at the facility level.

Act as a representative of ambulatory care management and the Chief of Staff with appropriate professional groups and administrative staff in an effort to coordinate activities and resolve any problems.

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 7:00 am - 3:30 pm
Virtual: This is not a virtual position.
Position Description Title/PD#: Health System Specialist/PD99865S and PD99866S
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

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 all requirements by the closing date of this announcement.

Individual Occupational Requirement: To meet the basic qualification of the 0671 Health System Administration Occupational Series:

• Possess an undergraduate or graduate level degree with a major study in hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration; OR,
• Possess 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,
• Completed an agency-sponsored on-the-job training program that was a formal individualized training plan within a 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. *Proof of successful completion of an agency-sponsored on-the-job training program is required.

In addition to meeting the Individual Occupational Requirement (IOR), you may qualify based on your experience and/or education as described below:

• GS-11 Specialized Experience: 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: 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.
• 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: 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.

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: Performance of the incumbent's duties may require extensive walking per day to meet with the facility managers and other clinical personnel. Trips to satellite outpatient clinics are sometimes necessary and will involve transportation via automotive vehicle. The work performed is of a precise nature requiring long periods of concentration that is often interrupted. Often faced with changing priorities and with meeting deadlines.

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. Applicants will be referred in the order in which they were received. Your resume must include the following information for each job listed:
Job Title & Duties (be as detailed as possible)
Month & Year of Start/End dates (i.e. June 2007 to April 2008)
Indicate Full-time or Part-time status (include hours worked per week)
References, to include contact information

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.

Documents Accepted:

• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• Other (2)
• Other (3)
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Documents Required:

• Resume

Please review the above list(s) to ensure you have included all necessary documents required for your application. Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.

Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed.

Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement.

Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started.

Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.

Applications are accepted online. Applying online will allow you to review and track the status of your application.

Next steps