Supervisory Health System Specialist

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.

The position is responsible for managing the facility's User Role Administration (URA) process and coordinating electronic health record (EHR) access, provisioning, and role/training mapping for all facility staff and trainees in support of the federal EHR modernization program. The position functions as a subject matter resource for supervisors, service line chiefs, and Oracle Health/EHRM stakeholders on matters of user access administration and performs supporting administrative and analytical duties related to health system operations. Duties include, but are not limited to:

• Supervises User Role Access Coordination (URAC) and training coordination staff by assigning and prioritizing work, establishing performance expectations, reviewing work products, evaluating employee performance, and providing technical guidance and staff development.
• Serves as the facility's senior technical authority for user-role administration, overseeing role mapping, assignment, maintenance, and access governance throughout Federal Electronic Health Record Modernization (EHRM) deployment and sustainment.
• Directs user access provisioning, modification, and deprovisioning activities, including submission and tracking of access requests, coordination with the EHRM IO Access Office, and resolution or escalation of complex access issues.
• Oversees validation, reconciliation, and maintenance of user-role and access data, identifying and resolving discrepancies involving duplicate records, user identity, NPI, DEA, FedUID, taxonomy, physician indicators, EPCS, and other required access attributes.
• Establishes and directs audit schedules, checklists, and quality-control procedures; conducts or reviews complex and facility-wide audits to evaluate access accuracy, identify compliance deficiencies, assess operational risks, and ensure corrective actions are implemented.
• Develops, implements, and revises local policies, standard operating procedures, documentation standards, and operational workflows by interpreting national VHA/EHRM directives, VISN guidance, and local requirements, including addressing gaps in existing guidance.
• Analyzes complex and emerging technical and operational problems, performs root-cause analysis, identifies trends and data anomalies, develops new audit and reconciliation methods, and establishes interim procedures or controls when existing processes are insufficient.
• Oversees specialized access and credentialing processes, including Bedrock EPCS nominations, SPI/EPCS revocations, credentialing coordination, and related provisioning requirements, ensuring appropriate review, processing, and compliance.
• Provides technical and supervisory direction for training coordination, aligning training requirements and completion records with user roles, access prerequisites, and HPT onboarding; coordinates cross-training requirements and resolves conflicts between training and provisioning processes.
• Directs EHRM deployment and sustainment activities related to user access and workforce readiness, including bulk production-provisioning preparation, role and access updates, sustainment-phase provisioning, eService access, and transition of training-completion tracking from Oracle Health to the VA Training Coordinator.
• Prepares and consolidates audit findings, compliance trends, quality reviews, and corrective-action information for management; coordinates facility responses and documentation for VISN and external URAC compliance reviews; and provides recurring reports and updates to leadership and local committees.
• Coordinates URAC activities with facility leadership, service-line managers, IAM, Oracle Health, education and training teams, VISN partners, and national program stakeholders; maintains communication channels, participates in required coordination meetings, and supports management data calls, workload reporting, and program administration.
• Performs other related duties as assigned.

Work Schedule: Monday - Friday, 7:00am - 3:30pm
Telework: This position is authorized for telework but has not been authorized as virtual or remote (i.e., must be able to work at the location the positions is being announced for). VA supports the use of telework to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. Telework eligibility may be discussed during the interview process.
Position Description Title/PD#: Supervisory Health System Specialist/PD106070
Physical Requirements: Work is sedentary, performed at a workstation; no special physical demands.
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.

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 (OR INSERT "trial 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 (OR INSERT "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

Qualifications

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

You may qualify based on your experience and/or education as described below:

Individual Occupational Requirements (IOR)

• 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 GS-5 and above: 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 ln-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 Occupation Requirement above you must meet specialized 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: directing user access provisioning, modification, and deprovisioning activities, including submission and tracking of access requests, coordination with the EHRM IO Access Office, and resolution or escalation of complex access issues; providing technical and supervisory direction for training coordination, aligning training requirements and completion records with user roles, access prerequisites, and HPT onboarding; coordinates cross-training requirements and resolves conflicts between training and provisioning processes. OR,
• Education: Successfully completed a Ph.D., equivalent doctoral degree, three (3) full years of progressively higher-level graduate education leading to such a degree, Or LL.M in the related field of the position to be filled (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration). The education portion must include courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position. Education must have been obtained in an accredited college, or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. OR,
• Combination: Combinations of successfully completed graduate level education (beyond a master's degree) and specialized experience as described above to meet total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration).

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: developing, implementing, and revising local policies, standard operating procedures, documentation standards, and operational workflows by interpreting national VHA/EHRM directives, VISN guidance, and local requirements, including addressing gaps in existing guidance; coordinating URAC activities with facility leadership, service-line managers, IAM, Oracle Health, education and training teams, VISN partners, and national program stakeholders; maintains communication channels, participates in required coordination meetings, and supports management data calls, workload reporting, and program administration.

Preferred Experience:

• Experience supervising personnel, directing facility-wide healthcare operations, establishing performance standards, managing multidisciplinary teams, and ensuring program accountability and regulatory compliance.
• Experience applying advanced analytical and evaluative methods to assess program effectiveness, identify operational risks, conduct root-cause analyses, and develop evidence-based recommendations that influence leadership decisions and improve organizational performance.
• Experience with VHA user-role administration (URA), including provisioning, deprovisioning, role assignment, access governance, and Identity and Access Management (IAM) processes within Electronic Health Record systems, preferably the Federal EHR (Oracle Health).
• Experience supporting Electronic Health Record Modernization
  (EHRM), coordinating with executive leadership, department heads, Super Users, and regional or national stakeholders; interpreting VHA policies; and implementing change management strategies to support workforce readiness, system transitions, and evolving operational requirements.
• Experience developing operational reports, dashboards, and process improvements using Microsoft Office applications, including Excel, SharePoint, and PowerPoint. Basic working knowledge of SQL/MySQL and a background in health informatics are preferred.

There is no educational substitution for the GS-12 level.

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.

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 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:

• Leadership
• Identity Management
• Compliance
• Critical Thinking
• Stakeholder Management

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.

Documents Accepted:

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