Health System Specialist - Executive Assistant

Full Job Description

This position is the Executive Assistant (EA) to the Executive Director at the Beckley VA Medical Center (BVAMC), Beckley, WV.

The BVAMC offers Primary Care, Inpatient Care, Outpatient Mental Health Care, Nursing Home Care, Home Health Care, and Outpatient Specialty Care in an environment of teaching, and emergency preparedness.

In addition to providing Acute Care, BVAMC offer a variety of treatment options, which include a Homeless Inpatient Treatment Program and Homeless Outreach.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/19/2026.

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-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.

Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to the GS-11 level in the Federal service that is directly related to the work of the position and has equipped you with the knowledge, skills, and abilities to successfully perform the duties as a Health System Specialist.

Specialized experience is 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 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.

Preferred Experience: Experience working within a health care setting, working directly with clinicians and local leadership to solve problems in support of the delivery of patient care; applying organizational and system-wide strategies for continuous quality improvement; experience running and supervising an administrative component of a health care system; comprehensive knowledge of a wide range of qualitative/ quantitative methods as well as analytical/evaluative methods for development and management of administrative programs; assessment and improvement of administrative program effectiveness; improvement of complex management processes and systems; knowledge of the range of national administrative laws, policies, regulations and precedents; expertise in a wide variety of computer and data management packages and VA databases; knowledge of agency program goals and objectives; skill to plan, organize, and lead teams to accept and implement recommendations; and broad knowledge of Federal government policies, regulations, and trends in the areas of management systems.

Note: Experience must be clearly indicated in your resume.

You will be rated on the following Competencies for this position: Analysis and Problem Solving Customer Service Organizational Performance Analysis Planning and Evaluating Project Management 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; 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 primarily sedentary, although some slight physical effort may be required.

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/.

Major Duties:

Duties to include but not limited to: Performing staff support work in short and long-range planning efforts with direct responsibility for seeking and finding practical solutions which may be achieved through short or long-range planning.

Performing administrative research and develops reports relating to patient & staff population, performance, contracts, procurement, workload, quality, and compliance.

Developing background and management options available to deal with complex medical center planning and implementation problems.

Administering Associate Director's planning process and ensures the integration of all planning initiatives.

Providing authoritative recommendations to the AD regarding possible need for revision of regulations and policies governing planning activities.

Providing guidance for administrative activities of services related to budget and fiscal management, human resource management, strategic planning and program management and evaluation, assuring that the clinical and administrative functions are integrated to provide utilization of resources.

Conducting and directing special studies and analyses of complex problems relating to manpower requirements, space and equipment utilization, organizational alignment, and other areas of concern to the executive leadership team.

Maintaining a complete source of comprehensive manpower, space, and equipment data to support efforts to establish, review, or modify resources requirements.

Analyzing and evaluating the effectiveness of existing service programs in meeting established program goals and objectives. Compiling final reports of evaluation efforts.

Participating in and/or leads activities and programs beneficial to the Medical Center.

Performing work involving development of life cycle or other cost analyses of projects, performance of cost benefit, or economic evaluations of programs.

Monitors management decisions and initiatives to ensure consistency with strategic plans and goals. Evaluating, processing, or making recommendations for effective organizational changes.

Serves as team leader for BVAMC and VISN studies or projects with significant organization changes.

Analyzing and evaluating, on a quantitative or qualitative basis, the effectiveness of programs or operations in meeting established goals and objectives.

Evaluates BVAMC or VISN programs against short- and long-range objectives.

Performing administrative work in one or more of the following areas: Personnel management/administration, budgeting and financial management, procurement and contracting, property management, and/or supply.

Performing management and/or program support work, such as program or office planning, evaluation of administrative programs or issues, training program administration, correspondence control, liaison, special projects, or board or committee-related work.

Managing and/or preparing responses to correspondence in an organization: and/or acts as a liaison or handles communication with persons and/or groups within and outside organization.

Planning and/or supporting committees, boards, symposia, or conferences. Conducting special projects or studies to analyze, evaluate, and provide recommendations on administrative programs or issues.

Researching and/or analyzing problems, issues, or program requirements. Planning and/or accomplishing special projects.

Identifying and collecting necessary data including legislative and program data and interviews with senior management, program officials, employees, and supervisors; assembles and assesses information gathered; formulates findings, conclusions, and recommendations; presents results in written and/or oral form, which are well-organized, supportable and clearly expressed.

Performing duties involving supervising/or staff administrative services but does not involve substantial line responsibility for establishing and implementing overall clinical policies and priorities.

Acting for the Director in resolving issues that cross administrative or clinical services and service lines.

Serving as a staff member directly supporting the top management team responsible for planning, organizing, developing, directing, and evaluating medical center administration.

Providing staff support with the maintenance of data related to budget and expenditure estimates.

Gathering and maintaining valid data used to develop, evaluate, and modify organizational structure and systems to achieve program goals.

Participating in the analysis and interpretation of workload and other data used in resource planning. Employees perform other duties as assigned.

Work Schedule: 8:00am- 4:30pm EST Monday- Friday Compressed/Flexible: Not Authorized Telework: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Health System Specialist - Executive Assistant/PD517-264060 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized