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.

Duties include but are not limited to:

Administration/Operations/Planning (20%)

The incumbent is the primary administrative assistant to the Chief of Staff. The Chief of Staff is responsible to the Medical Center Director for the development, organization, implementation and support of patient care, education, and research activities of the clinical services. As such, the Chief of Staff is the ranking medical official and is responsible for the quality of care and utilization of health care resources.

Contacts and engages frequently with staff at all levels to facilitate the work of the Chief of Staff office related to a variety of operations-focused assignments and projects initiated by senior leadership, VISN, program or departmental offices. This interaction is essential in order to identify substantive issues, establish relative priorities, and determine those issues requiring tracking.

Incumbent provides expertise, counsel and coordination of policies, programs and operations for the clinical areas reporting to the Chief of Staff. Performs independent duties directed toward the goal of providing quality patient care, education, and research activities through optimal utiliization of available manpower, funds, space, and other resources.

Liaison/Communications (20%)

The incumbent serves as the primary liaison between the Chief of Staff and other members of the organizational elements of the VA, both within and outside of the Medical Center.

The Health System Specialist is the primary liaison on behalf of the Chief of Staff to multiple clinical services/Service Chiefs and serves as the conduit for information flow and management of assignments between them. Communicates with responsible staff agency members to ensure completion of all requested actions and appropriately closes out all requests.

Analysis/Monitor/Development: (20%)

Analyzes the subject matter of incoming information for appropriate distribution to services internal or external to the office of the Chief of Staff. The work involves investigating and analyzing a wide variety of problems and recommending appropriate solutions, including originating new and improved applications.

Analyzes reports and interprets clinical data from local, VISN and Headquarters reports and communicates findings to management and service chiefs as well as internal and external stakeholder groups. Analyze to ensure effective reporting and internal evaluation of programs that comprise the Network
healthcare delivery system.

Conducts analytical studies on particular operational processes, compiles final reports, including comprehensive analyses; notes discrepancies and planned initiatives for effecting remedial actions. The incumbent monitors and manages incoming actions and requests from initial receipt to completion and closeout.

Compliance (10%)

Is responsible for creating, monitoring, and updating TJC compliance with medical staff standards and provides guidance and education to the clinical leaders on same. These duties include writing, reviewing, and updating policies and insuring compliance for medical contracts; fee basis; fee for service agreements, etc.

Assures compliance with all applicable policies, and development and maintenance of internal management processes related to these online tools and provides ongoing training and tracking for the clinical services.

Ensures that multiple facets of complex clinical programs meet compliance standards, including VA regulations, The Joint Commission (TJC) requirements and others.

Coordination: (10%)

The incumbent supports the responsibilities of senior management by coordinating and directing a range of operational matters dealing with planning, congressional issues, Veterans Service Organizations (VSOs), the media, as well as Veterans and their families.

Manages and coordinates virtual/ online communication tools such as assigned intranet websites, internal SharePoint website collection, and other related informational tools.

Supervision (25%)
The incumbent serves as the direct supervisor of six (6) GS-12 Health System Specialists, (1) GS 11 Transition Patient Advocate, as well as other staff as assigned and outlined on the Chief of Staff Organizational Chart.

Provides specialized staff support in the monitoring and analysis of changes in mission, goals, new legislation, and technological advances to assess the impact of these changes on work methods/procedures and to develop new systems which address these changes.

Perform other duties as assigned.

Work Schedule: M - F, 8 am - 4:30 pm.
Position Description Title/PD#: Supervisory Health System Specialist/PD21I08O

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.

Note: Experience must be fully documented on your resume and must include job title, series and grades for all federal positions held, duties, month and year start/end dates AND hour worked per week.

(Failure to provide an SF-50 that demonstrates one-year time-in-grade will result in disqualification from being considered)

You will not be contacted for additional information.

Applicants will be deemed ineligible if supporting documentation is not submitted.

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-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 described below:

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.

Specialized Experience GS-12: One year of specialized experience (equivalent to the GS-11 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes but is not limited to: Supervisory experience; Set priorities, assign work, assist and problem-solving; Develops competencies and performance standards and provides mid-year reviews and performance ratings; Hears and resolves complaints/ referring group grievances; Applying complex fact finding, analytical and problem solving methods and techniques; and Effective communication and writing skills.

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.

Documents Accepted:

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• PCS Orders
• 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.

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