Summary This position is located in the Veterans Health Administration, Mid-Atlantic Health Care Network (VISN 6), Hampton VA Medical under the Office of the Associate Director for Clinical Business Operation which is organizationally aligned under the Director's Office. Supports the executive planning functions of the Medical Center and performs a variety of duties requiring in depth knowledge of programs and the mission of the medical center and the overall Department of Veterans Affairs. Responsibilities Provides full staff assistance contributing to problem solving, and planning throughout the medical center by recommending changes in management practices, relative materials, methods, techniques, organizational structure, procedures, etc. Assists with completion of projects for submission at VISN, National and Congressional levels. Actively participates in overall medical center administration and serves as a management representative on various medical center committees, assignments Boards and/or ad hoc committees as appointed by the Associate Director. Coordinates implementation of programs and analyzes/evaluates methods for assessing program development and the execution for improving organizational effectiveness and efficiency in coordination health care delivery systems and operations. Takes an active role as management team member in annual services' briefing presentations. Works with the executive staff and their assistants in assuring that follow-up actions are achieved by required target dates. Coordinates and evaluates functional programs to identify specific requirements i.e., budgetary, work force, materials, facilities, and services needed to support the health care delivery systems of the medical center. Assists the Associate Director of Clinical Business Operation in the formulation of administrative policies that are usually published as Medical Center Memoranda (MCM). Assists service chiefs and clinical service line managers in the formulation of policies applicable to their operations and coordinate: the development of policies which involve two or more services. Responsible for keeping staff members apprised of status of various programs and informed of significant developments in subordinate operating elements. Coordinates and completes arrangements associated with special surveys on-site as well as periodic questionnaires from affiliates and VA sources. Assists the Associate Director for Clinical Business Operations in the compilation and accomplishment of their performance goals as well as the medical center's annual performance goals. Advises executive staff providing information relative to their responsibilities in accomplishment of these goals. Serves as a resource for information and guidance of subordinate staff in the accomplishment of these goals and objectives. Provides analytical and evaluation methods and techniques for assessing program development and the execution for improving organizational effectiveness and efficiency in coordinating health care delivery systems and operations. Composes narrative reports and submits completed staff work to the Associate Director of Clinical Business Operations. Analyzes, evaluates and makes recommendations for increased efficiency and economy of operation in out-of-line situations. Provides written and verbal management direction to staff as required, performing or overseeing a range of personnel management and administration for staff with varied functions and activities with new and changing requirements. Directs the personnel management of assigned personnel, including matters involving recruitment, promotions, awards, position classification, training, disciplinary actions, etc. Performs other directly related duties as assigned. Work Schedule: Full Time, Monday- Friday, 8:00am- 4:30pm Telework: Not eligible Virtual: This is not a virtual position. Position Description/PD#: Health System Specialist (Executive Assistant)/PD029910 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/10/2024. 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 and/or education as described below: Individual Occupational Requirements (IOR): The Health System Specialist 0671 occupational series requires specific experience to be met in order to be appointed into a position of this series. This IOR is set by the Office of Personnel Management (OPM) and includes: 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: 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 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 the Individual Occupation Requirements above, applicants must also meet the experience and/or education requirements as described below: Minimum Qualifications, 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: Performing personnel management and administration responsibilities with varied functions and activities; developing, implementing and monitoring processes and programs to ensure efficient functioning; analyzing data and applying management principles and analytic technique to make recommendations to resolve issues and improve operations; applying knowledge of policies, regulations, and guidelines pertaining to the effective operation of a program; and preparing reports and/or written correspondence. Preferred Experience: Previous Health System Specialist Experience You will be rated on the following Competencies for this position: Administration and Management Analysis and Problem Solving Creative Thinking Forward Thinking Managing Human Resources Planning and Evaluating 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: Work is typically performed in an adequately lighted and climate controlled office setting with significant time involved on computer. Travel is required and at times will be requested on short notice. Work requires many short deadline projects so work hours may be extended as the project requires. Minimal lifting is required. Standing to make presentations before groups is required. Work requires short deadline projects which may require work hours to be flexible. 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/. Education There is no educational substitution at this grade level. A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.