Health System Specialist (Executive Assistant)

Full Job Description

The Health System Specialist serves as the Executive Assistant (EA) to the Assistant Director, responsible for relieving the Assistant Director (AsD) of administrative, planning, and management responsibilities that can be assumed by a non-physician.

Incumbent provides oversight of the administrative functions of the AsD office and guides the administrative functions in subordinate services.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/20/2026.

Individual Occupational Requirement- All applicants must meet one of the the IORs below: 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.

OR, 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 IOR above, you may qualify based on your experience and/or education as described below: GS-9 Grade Level: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: knowledge of a wide range of qualitative and/or quantitative methods for the assessment and improvement of program effectiveness or the improvement of basic management processes and systems; basic knowledge of the range of administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs, knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments; skill to plan, organize, and direct team study work and to negotiate effectively with management to accept and implement recommendations where the proposals involve substantial agency resources, require extensive changes in established procedures, or may conflict with the desires of the activity studied.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a Master's or equivalent graduate degree OR two (2) full years of progressively higher level graduate education leading to such a degree, Or LL.B or J.D in the related field of the position to be filled (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration).

The education portion must include courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Transcripts must be submitted with your application materials. 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 a bachelor's degree to meet total experience requirements.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration).

NOTE: Transcripts must be submitted with your application materials. Experience must be clearly indicated in your resume.

GS-11 Grade Level: 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: knowledge of a wide range of qualitative and/or quantitative methods for the assessment and improvement of program effectiveness or the improvement of basic management processes and systems; basic knowledge of the range of administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs, knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments; skill to plan, organize, and direct team study work and to negotiate effectively with management to accept and implement recommendations where the proposals involve substantial agency resources, require extensive changes in established procedures, or may conflict with the desires of the activity studied.

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 (3) full years of progressively higher level graduate education leading to such a degree, Or LL.M in the related field of the position to be filled (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration).

The education portion must include courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Transcripts must be submitted with your application materials. 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 a master's degree to meet total experience requirements.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration).

NOTE: Transcripts must be submitted with your application materials. Experience must be clearly indicated in your resume. Qualifications continued in "Education" Major Duties:

Major Duties: Provides administrative support and serves as a resource and advisor to the Assistant Director and other members of senior leadership, including the Medical Center Director, Associate Director, Associate Director for Patient Care Services, and the Chief of Staff.

Conducts, evaluates, or directs the execution of special studies on designated subjects, most of which require extensive review and analysis.

Design survey instruments, provide appropriate analysis, and make recommendations on appropriate actions and survey the course of studies.

Makes recommendations to the Assistant Director for the creation or modification of medical center policy, procedures, workload, programs, and activities.

Serves as project manager for special studies on process improvement and organizational performance. Establishes and manages a working project team in conducting studies and project workshops.

Uses automated management and medical information systems and computer-generated products in accomplishing assignments.

Performs quality checks of automated system database information and advises supervisor, service chief, administrative officers, and others of any significant problems.

Analyzes management techniques, processes, and proposals for organizational effectiveness and feasibility.

Develops proposals to merge or establish new organizational units and programs to improve workforce distribution, position management structures, efficiency, effectiveness, and/or productivity.

Coordinates with services throughout the health care system and Data Management to analyze workload, develop operational goals, and recommend organizational efficiencies.

Develops, evaluates, and modifies organizational structure and systems to achieve program goals.

Responds to inquiries, requests, and complaints directed to the Assistant Director in a professional manner. Performs other duties as assigned.

Work Schedule: 8:00am-4:30pm, Monday-Friday Telework: Ad hoc available Virtual: This is not a virtual position.

Position Description/PD#: Health System Specialist (Executive Assistant)/PD01238 and PD01239 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized