HEALTH SYSTEM SPECIALIST

Summary The position is located at the Jonathan M. Wainwright Memorial Medical Center in Walla Walla, Washington. The incumbent will serve as a Health System Specialist (Executive assistant) to the Chief of Staff (COS). The incumbent serves as a full-time representative of the COS, oversees the development of Medical Center goals and ensures goals are in align with VISN and VACO direction and local limitations. They also oversee the development and execution of long-and short-range plans and programs. Responsibilities Duties of the Health System Specialist (Executive Assistant) include but are not limited to the following: Advises and provides support in the coordination, organization and evaluation of the medical center operations. Analyzes a variety of databases and data-driven programs, i.e., Managerial Cost Accounting (MCA), Treating Specialty Outlier Cost Report, Specialty Quadrant Access Report and Quadrant Tool, Efficiency Opportunity Grid (EOG), Access and Consult Management grids thru VSSC. Provide technical guidance and training on the mandatory formats and publication process, provides final review for compliance to format, ensure clarity, and validate accuracy of syntax. Serves as spokesperson for the COS and other Executive Leaders in working with Congressional Representatives, VA Central Office, VA officials; non-VA organizations, Veterans Service Organizations, consumer groups, and media outlets to promote and solicit support. Reviews and edits all templates for correspondence to veterans and stakeholder groups. Develops business plans, reports, studies, and presentations for Director and Associate Director, and other executive leaders. Directs media relations for the Medical Center and works with the Administrative Officers to assure programs are administered timely. Organizes and coordinates events to promote events to promote programs that enhance the image of the Medical Center such as open houses, career fairs, dedication and anniversary ceremonies. Conceives and implements new initiatives and projects to strengthen, facilitate, and integrate programs. Identifies and determines training priorities, conducts and administers training programs, develops and improves training guidance. Conducts special studies and analyses as requested, including feasibility studies, cost benefit analyses, FTEE/productivity analyses, case mix analyses, etc. Coordinates and disseminates data, special projects, and other information pertaining to relevant program responsibilities with medical center staff for review and/or action. Manages procurement and contracting for the executive offices. Serves as an improvement coach/facilitator in process improvement activities, providing facilitation; leadership for implementation, spread, and maintenance of systems redesign processes and techniques. Responsible for the overall performance measure management system for the administrative services, which includes coordination with the executive leadership team, quality management department and individuals responsible for specific measures. Researches and/or analyzes problems, issues, or program processes or requirements for the VHA through national policy, VHA Directives determines, pertinent issues and collects relevant information from a variety of sources. Prepares recurring and nonrecurring statistical reports, graphs, charts necessary to convey the data, strategic analysis and results to the Executive Leadership group. Leads organizational planning process, reviews and analyzes budgetary and fiscal data; Monitors expenditures and forecasts changes that require reprogramming of funds for assigned areas of responsibility. 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 thru Friday, 8:00am to 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework on an ad hoc basis determined by the needs of the service and supervisor approved. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual or remote position. Position Description/PD#: Health System Specialist (Executive Assistant)/PD803570 and PD803580 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): 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 within 30 days of the closing date of this announcement, 04/30/2024. 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. The grade may have been in any occupation, but must have been held in the Federal service. For a GS-11 position you must have served 52 weeks at the GS-9. For a GS-12 position you must have served 52 weeks at the GS-11. 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. 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-11: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 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; monitoring or assisting with processes and programs to ensure efficient functioning; applying knowledge of policies, regulations, and guidelines pertaining to the effective operation of a program; and preparing reports and/or written correspondence. 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 18 semester hours and specialized experience as described above in order to qualify. Note: Transcripts required. 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. Note: 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. You will be rated on the following Competencies for this position: Communications and Media Cost Benefit Analysis Education and Training 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 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 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. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. 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.