Clarification from the agency

This position is open to current, permanent VA Medical Center employees at Beckley, West Virginia and Federal employees who met the definition of a "surplus" or "displaced" employee.

This is a development SOD for the Executive Assistant (EA) to the Associate Medical Center Director at the Beckley VA Medical Center. This position performs the same duties as at the full performance level, but with additional guidance and supervision as they develop the knowledge required for the role. The Associate Director oversees all administrative and support activities, including Facilities Management, Environmental Management, Supply Chain Management, Health Administration Service, Fiscal, Chaplain, HR, Canteen, Emergency Services, Police, Safety & Occupational Health, High Reliability Organization, and Prosthetics. The EA provides executive
level project management, data analysis, strategic planning, resource analysis, program assessment, and other support to the Associate Medical Center Director. The incumbent advises, implements, improves and coordinates various medical center programs and functions, including manpower utilization, fiscal management, work distribution, delegations of authority, management controls, and correspondence and compliance systems.

Major Duties included but not limited to:

• Performs staff support work in short and long-range planning efforts with direct responsibility for seeking and finding practical solutions which may be achieved through short or long-range planning.
• Administers Associate Director's planning process and ensures the integration of all planning initiatives.
• Assesses priorities to best meet Veterans' health care delivery needs. Assesses plans and planning phases to determine resources and services.
• Develops background and management options available to deal with complex medical center planning and implementation problems.
• Provides authoritative recommendations to the Associate Director regarding possible need for revision of regulations and policies governing planning activities. Recommends action or adjustments necessary to achieve required objectives.
• Ensures that proposals submitted by medical center staff for new initiatives are complete and all implementation
  requirements are accurately identified.
• Provides guidance for administrative activities of services related to budget and fiscal management, human resource management, strategic planning and program management and evaluation, assuring that the clinical and administrative functions are integrated to provide optimum utilization of resources.
• Independently reviews requirements for resources throughout the Associate Director's respective services and utilizes these reviews to present plans of action to the Associate Director.
• Maintains accurate utilization and cost information to analyze the effect of resources on the overall productivity of the various organizations. Works with adjustments in allocations during the year, consults in preparation of monthly reports.
• Collaborates with clinical and administrative services and appropriate committees to plan and evaluate resource utilization.
• Analyzes and evaluates the effectiveness of existing service programs in meeting established program goals and objectives.
• Develops evaluation methodologies and processes to study program effectiveness, organizational productivity, operational efficiency, and resource utilization.
• Monitors assigned metrics and proactively intervenes to address slippage or poor performance.
• Identifies medical center problems involving new or revised policies or procedures and brings them to the attention of senior medical center management for appropriate action.
• The incumbent assists in the development of information submitted from this medical center to the VISN or VA Headquarters, which includes statistical and demographic information for various medical center health-care programs, as well as any special reports required by the VISN.
• The incumbent serves as a Medical Center representative and primary POC for Medical Center staff for full assistance on administrative matters affecting patient care, education and organizational policy; Ensures service-level actions are delivered on-time and in-line with expectations from VAMC leadership staff.

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 8:00 am to 4:30 pm
Virtual: This is not a virtual position.
Position Description/PD#: Health System Specialist/PD264360 and PD231800
Relocation/Recruitment Incentives: Not Authorized

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
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial 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.

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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/22/2026.

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. 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 experience and/or education as described below:

Individual Occupational Requirements

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 is defined as: 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:

1. Missions, organizations, programs, and requirements of health care delivery systems;
2. Regulations and standards of various regulatory and credentialing groups; and
3. Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement.

Special Provision for In-service Placement: 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. 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); and
• 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 meeting the Individual Occupational Requirement, you must also meet the Minimum Qualification Requirement 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: Knowledge of policies, directive, regulations, guidelines, and goals of the Hershel "Woody' Williams VA Medical Center, VISN 5, VHA and VA. Knowledge of social and political trends (including proposed legislation) and changing requirements and the impacts those will have on Medical Center activities. Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the services; pertinent laws, regulations, policies, procedures, and precedents which affect administrative operations. Broad and in-depth knowledge of services and programs to effectively carry out the varied management aspects of the position. Excellent working knowledge of overall operations and the ability to assimilate complicated management issue, provide in-depth analyses, negotiate solutions and changes with high level internal and external officials and resolve frequent differences of opinion among high level officials. Interpersonal skills in presenting recommendations and negotiating solutions to disputed recommendations. Knowledge of Interpersonal relationship theories as well as organizational dynamics that impact interactions. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed a Ph.D. or equivalent doctoral degree; OR 3 full years of progressively higher level graduate education leading to such a degree; OR LL.M., in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with the application. Education cannot be credited without documentations. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. Must have equivalent combinations of successfully completed graduate-level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

• 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 with the particular knowledge, skills and abilities to successfully perform the duties as a Health Systems Specialist? Specialized experience would typically include but are not limited to: Knowledge of policies, directive, regulations, guidelines, and goals of the Hershel "Woody' Williams VA Medical Center, VISN 5, VHA and VA. Knowledge of social and political trends (including proposed legislation) and changing requirements and the impacts those will have on Medical Center activities. Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the services; pertinent laws, regulations, policies, procedures, and precedents which affect administrative operations. Broad and in-depth knowledge of services and programs to effectively carry out the varied management aspects of the position. Excellent working knowledge of overall operations and the ability to assimilate complicated management issue, provide in-depth analyses, negotiate solutions and changes with high level internal and external officials and resolve frequent differences of opinion among high level officials. Interpersonal skills in presenting recommendations and negotiating solutions to disputed recommendations. Knowledge of Interpersonal relationship theories as well as organizational dynamics that impact interactions. In-depth knowledge of VA regulations, applicable statutes, and current patient population needs as well as an awareness of nationwide healthcare delivery trends to function independently in the analysis and resolution of administrative and management problems. Ability to keep abreast of new and existing clinical, technical, and administrative concepts and analyze them with the needs of the VISN and Medical Center in mind.

Work Environment
Work is typically performed in an adequately lighted and climate-controlled office. Work will require local travel between facilities within the health care delivery system.

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
• Customer Service (Clerical/Technical)
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Organizational Awareness
• Performance Measurement
• Reasoning
• Self-Management
• Strategic Thinking
• Stress Tolerance
• Teamwork

Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Other (1)
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

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.

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