Health System Specialist - Executive Assistant

Health System Specialist - Executive Assistant

Department: Department of Veterans Affairs

Location(s): Roseburg, Oregon

Salary Range: $73939 - $115213 Per Year

Job Summary: The incumbent's primary role is to serve as Executive Assistant to the Deputy Chief of Staff (EA DCOS) but responds to the needs and requests of the Director, Associate Director, Assistant Director, Associate Director for Patient Care Services, Department Managers, Service Chiefs, and other key program officials. He/she is considered a member of the Executive Leadership/Management Team and has ultimate responsibility for all clinical departments, outcomes, and measures.

Major Duties:

• Duties of the Health System Specialist (Executive Assistant) include but are not limited to the following: The EA DCOS has supervisory control of the medical, surgical, dental, Evaluation and Restorative services, pharmacy, primary care, and mental health inpatient and outpatient care. The EA DCOS has direct supervision of the Administrative Officers, Program Analyst, Secretary to COS, or other administrative staff as needed within COS Services. The incumbent maintains supervisory control over all Time and Leave (T&L) groups within COS Services. The EA DCOS conducts and directs special studies and analyses of complex problems relating to staffing requirements, space and equipment utilization, organizational alignment and other areas of concern to the DCOS, recommending solutions and supervises the implementation of solutions once they are approved. The EA DCOS provides health systems management services and high level input into the most complex top management deliberations and decisions and may participate in identifying and resolving a full range of complex management problems. The incumbent may provide staff support to the ADPCS, Director, AD, and DCOS by conducting special studies as needed, to include the coordination of special reviews and proposals, including The Joint Commission (TCJ), Long Term Care Inspections, Inspector General, Medical Inspector, and special visits from Central Office (CO), VISN, or Veterans Service Officers. The incumbent interprets constraints, identifying subtle and salient points, and extrapolates available data and information to provide management with adequate information from which to make long-range decisions. The office of the DCOS is the focal point for the resolution, coordination, planning and control of all matters related to professional activities. The EA DCOS has direct dealings with officials at the local, VISN, and Headquarters levels to ensure proper coordination and compliance of the RVAMC activities. Contacts include Regional Counsel where the EA DCOS acts as liaison for the DCOS dealing in a wide variety of legal issues as they impact patient care and the operations of the Medical Center. The EA DCOS represents the COS at Medical Center administrative and clinical committee meetings. As the DCOS Representative, the EA DCOS is delegated authority to make decisions and recommendations that impact the operations of the Medical Center. In addition, the EA DCOS may be assigned membership on key Medical Center committees that deal with issues such as operations, resource or space allocation, quality improvement, education/training, etc. EA DCOS provides assistance and coordination for the development and implementation of Medical Center projects that cross departmental lines of authority. Examples would include planning moves for services, evaluating clinical services' requests for additional space or location, implementation of hospital-wide policies, etc. EA DCOS works closely with service chiefs and administrative support personnel in each of the clinical services to allow for the sharing of information and ideas. The EA DCOS coordinates meetings as necessary with the clinical services to exchange information, discuss policies and procedures, and assist/coordinate with problem resolution. Incumbent deals with patient/guest related complaints and problems which require tact, diplomacy, understanding of hospital organization and function, and ability to communicate with people of diverse educational backgrounds. 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 to Friday; 8:00 am - 4:30 pm PST Virtual: This is not a virtual position. Position Description/PD#: Health System Specialist - Executive Assistant/PD306400 and PD306410 Permanent Change of Station (PCS): Not Authorized

Qualifications: To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 12/22/2025. 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 within 30 days of 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: GS-11 Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-9) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Health System Specialist - Executive Assistant. Qualifying 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: 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. At this level, applicants would have experience in maintaining documentation, collateral and reporting; independently formulates medical administrative policies and procedures; coordinates meetings; develop, implement, and monitor clinical programs; evaluates work performance; identifies developmental and training needs; develop statements of work and requests for contract action. Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending dates AND hours worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree OR three full years of progressively higher-level graduate education leading to such a degree that is related to this position OR LL.M., if related. Your education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one year of full-time study; if that number cannot be obtained from the transcript, 18 semester hours will be considered as one full academic year of graduate study. Note: Transcripts required. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 36 semester hours and specialized experience as described above in order to qualify. Note: Transcripts 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 you with the particular knowledge, skills and abilities to successfully perform the duties as a Health System Specialist - Executive Assistant. Qualifying 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: 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. At this level, applicants would have experience in maintaining documentation and reporting; independently formulates medical administrative policies and procedures; conducts and directs special studies relating to staffing requirements, space, and organizational alignment; facilitation of monthly committee meetings, training needs, project coordination, communications, and personal development plans; develop, implement, and monitor clinical programs; evaluates work performance; coordinates meetings; identifies developmental and training needs; develop statements of work and requests for contract action. Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending dates AND hours worked per week. You will be rated on the following Competencies for this position: 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: The work is sedentary requiring walking and standing. 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 to Apply: All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 12/22/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12841779. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire. Click Submit My Answers to submit your application package. Note: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. If initial application submission is updated and resubmitted with a new resume, only the most current resume will be reviewed for consideration. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at: https://help.usajobs.gov/faq/application/documents/resume/page-limit https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ 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/. 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.

Application Deadline: 2025-12-22