Health System Specialist (Executive Assistant to the Associate Director)

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.205) for this occupation.

VA Tennessee Valley Healthcare System (TVHS) is an integrated tertiary health care system comprised of two hospitals, the Alvin C. York VA Medical Center in Murfreesboro and the Nashville VA Medical Center, as well as 21 outpatient clinics located in middle Tennessee and southern Kentucky. TVHS provides ambulatory care, primary care, and secondary care in acute medicine and surgery, specialized tertiary care, transplant services, spinal cord injury outpatient care, and a full range of extended care and mental health services. More than 146,000 Veterans in middle Tennessee, southern Kentucky, and northern Georgia trust VA TVHS for their health care needs. TVHS is the seventh largest VA medical center system in the nation serving roughly 75 counties with robust research and development, health care innovation, and more. Middle Tennessee offers an abundance of entertainment such as historic music venues, NFL Titans and NHL Predators, recreational activities, and natural sceneries ideal for any individual. Additionally, Tennessee does not have state taxes making the area more attractive to high-quality candidates.

The incumbent is the liaison between the Associate Directors and others, providing advice and guidance for a wide spectrum of managerial areas regarding administration at the Healthcare System. In this capacity, the incumbent is a professional who comprehends the objectives and functionality of clinical, administrative, and financial components of the Healthcare System and the interrelationship of these to the operation of the services provided in the Healthcare System. The core duties of this position include but are not limited to:

• Provides full staff assistance on administrative matters for the Executive Leader.
• Advises and assists management responsible for planning, organization, development, direction, and evaluation of administrative programs.
• Maintains full awareness of the objectives of the VA, VHA, VISN, and Facility objectives in a manner to ensure successful implementation of the goals and to keep management aware of potential problem areas before they escalate into major issues.
• Represents executive team members and the facility in various committee meetings and public forums including interacting with all levels of the public, local, state, national officials, and all levels of VA leadership.
• Directs and coordinates all administrative matters relative to services under the oversight of the Executive Leader.
• Conducts and reports on audits and inspection activities through "white papers" and reports.
• Prepares correspondence to local and national inquiries by collecting and analyzing information and preparing responses for final signature.
• Performs staff support work to develop comprehensive short-range and long-range medical center plans, goals, and objectives.
• Conducts qualitative and quantitative analysis and summarizes significant results and recommendations to improve services and to promote quality care.
• Develops methodology to assess the function of assigned areas and assists management in problem identification of services and components.
• Knowledge of the objectives and functions of the administrative, clinical, and financial components of the VA Health Care System
• Translates the Executive Office objectives in a manner conductive to the successful implementation of the health care system goals.
• Participates in various constituent meetings to promote an understanding of the health care delivery system's mission and to create an atmosphere conducive to quality patient care.

Work Schedule: Monday - Friday | 7:00 AM - 3:30 PM CST
Telework: Ad Hoc Available
Virtual: This is not a virtual position.
Position Description/PD#: Health System Specialist (Executive Assistant to the Associate Director)/PD706050
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): 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 identification 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 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 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, 06/29/2026.

INDIVIDUAL OCCUPATIONAL REQUIREMENT:

Education:

Major study -- hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. (TRANSCRIPT MUST BE PROVIDED.)

OR

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.

Special Provision for Inservice 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 the Individual Occupational Requirement, applicants must have the specialized experience as described below.

You may qualify for the GS-12 and/or GS-13 based on your experience as described below.

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. Specialized experience is defined as:

• Providing primary staff support to upper management in a hospital or medical office setting by formulating and participating in the development of management policies, programs, and operations.
• Providing administrative management of a healthcare delivery system by coordinating special systematic reviews, internal management reporting programs, and other assigned projects.
• Supporting the overall operation and management of the assigned clinical operational issues by developing methodologies to assess the functions of assigned areas and assist management in problem identification of various services and components.
• Planning, organizing, and implementing long-term strategic criteria, goals, and initiatives for a VA Healthcare System. Experience working with executive leadership to achieve the above.
• Conducting special projects or studies to develop, analyze, evaluate, advise on, or improve the effectiveness of work methods and procedures, organizations, manpower utilization, distribution of work assignments, and management controls.
• Formatting executive correspondence and demonstrating expert knowledge of grammar, spelling, and punctuation.

GS-13 SPECIALIZED EXPERIENCE: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Specialized experience is defined as:

• Providing primary staff support to upper management in a hospital or medical office setting by formulating and participating in the development of management policies, programs, and operations.
• Providing administrative management of a healthcare delivery system by coordinating special systematic reviews, internal management reporting programs, and other assigned projects.
• Supporting the overall operation and management of the assigned clinical operational issues by developing methodologies to assess the functions of assigned areas and assist management in problem identification of various services and components.
• Planning, organizing, and implementing long-term strategic criteria, goals, and initiatives for a VA Healthcare System. Experience working with executive leadership to achieve the above.
• Conducting special projects or studies to develop, analyze, evaluate, advise on, or improve the effectiveness of work methods and procedures, organizations, manpower utilization, distribution of work assignments, and management controls.
• Formatting executive correspondence and demonstrating expert knowledge of grammar, spelling, and punctuation.

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
• Influencing/Negotiating
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reasoning
• Self-Management
• 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

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-50s (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
• DD-214/ Statement of Service
• Disability Letter (VA)
• Other (1)
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

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.

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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