Supervisory Health System Specialist

Summary

The Supervisory Health System Specialist serving as the Executive Assistant to the Chief of Staff (EA/COS) is the executive-level administrative leader for all functions aligned under the Office of the Chief of Staff (COS). The position functions as a COS-aligned administrative coordination role within the Office of the Chief of Staff, with responsibilities limited to COS-assigned administrative processes unless broader duties are specifically delegated by the Chief of Staff.

Duties

• Conducts analyses of Executive Administration workflows and outputs; develops methodologies to collect and analyze administrative data; prepares recommendations for COS decision-making. Establishes and maintains COS-office SOPs and standardizes processes for correspondence, records management, reporting, and internal reviews. Includes ownership of COS-level correspondence management (routing, tracking, QC), records and document control systems, retention/archival structures, and accuracy/timeliness of executive artifacts. Prepares or consolidates administrative components of accreditation and internal review documentation, coordinating with Quality/Patient Safety. Supports executive boards and committees through agenda development, documentation and minutes management, action-item tracking, and liaison duties. Conducts special studies, consolidated reporting, and administrative analyses (business cases, operational studies, corrective-action recommendations) to support medical center initiatives. Represents the COS Office on designated facility/VISN/VACO committees; coordinates follow-through on assigned executive actions. Examples of recurring improvements include streamlining templates, improving correspondence timeliness, and standardizing COS-level accreditation readiness artifacts. Coordinates internal administrative reviews supporting clinical and administrative services under the COS; prepares compliance and readiness documentation. Evaluates reporting requirements, consolidates duplicative reporting streams, and updates templates and processes to strengthen clarity, accuracy, and timeliness. Conducts administrative analysis for Executive Administration functions, including resource/cost analysis, space planning documentation, and administrative procurement/property coordination. Provides administrative support for COS-directed initiatives with VISN, VACO, accrediting bodies, Congressional offices, academic affiliates, and external agencies. Assesses section needs, emerging trends, and workload drivers; develops plans aligned with annual goals and long-term objectives for the COS Office. Provides technical consultation to Executive Administration staff; resolves complex administrative issues that affect COS-office programs and executive workflows. Duties include assigning work, setting priorities, approving leave, administering performance plans/appraisals, coaching, recommending awards/development, interviewing/selecting candidates, initiating minor disciplinary actions, and recommending actions in more serious cases. Provides programmatic oversight of Medical Staff Office administrative operations through the GS-12 MSO Supervisor. Ensures quality control, workflow management, and administrative readiness across Executive Administration operations (scheduling coordination, routing/prioritization, workflow monitoring). Supervisory coverage statement: Supervisory duties, including planning, assigning, evaluating, coaching, leave approval, performance management, escalations with the GS-12 supervisor, and workflow quality oversight, constitute approximately 25% of recurring duties over a performance year.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2026. 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-13 position you must have served 52 weeks at the GS-12. 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. Individual Occupational Requirements 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.OrSpecialized Experience (for positions above GS-5): 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 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 Inservice 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 above IOR you may qualify based on your experience and/or education as described below: GS-13 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: analyzing clinic access performance to include monitoring for scheduling timeliness, book ability and supply and demand forecasting; managing Mental Health Clinics and scheduling operations; communicate both orally and in writing and to establish and maintain effective and positive working relationships; and delivering training and providing instruction on complex content in comprehensive curriculum programs to a diverse target audience with varying degrees of skills, experience, and capabilities for comprehension. Qualifying e…

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.