Program Specialist-Executive Director (Chief of Staff's Office)

Full Job Description

This position is located at the Charles George Veterans Affairs Medical Center (VAMC) in Asheville, NC, under the Chief of Staff within the Executive Director's Office.

This position is responsible for administrative support to the Chief of Staff, Deputy Chief of Staff, and direct report sections.

This position is a member of the Executive Office Administrative Team and works to support functions throughout the Executive Office in support of the Western North Carolina VA Health Care System.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/02/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade at any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement.

For a GS-09 position you must have served 52 weeks at the GS-07. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include but are not limited to: Ensuring that hazardous property is received, handled, stored, inspected, documented, and manifested/disposed of in compliance with applicable environmental regulations and safety requirements.

Inspects storage areas; provides technical guidance to personnel involved in the handling and disposal of hazardous materials and waste (e.g., paints, varnishes, lacquers, solvents, fuels, and pesticides); and prepares required reports.

Performs site inspections at hazardous waste disposal, transport, or storage facilities where the problems typically are easy to identify and conventional in nature.

He/she evaluates work practices, determines compliance with applicable laws and regulations, and recommends changes to control or eliminate potential or existing hazards or violations.

Evaluates the feasibility and probable effects of proposed regulations; develops position papers, issue papers, workgroup materials, and briefing papers for higher-level managers; develops preamble language for proposed and final rules; and assists in developing policy guidance to implement the various provisions of environmental standards.

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 3 full years of progressively higher-level graduate education leading to such a degree or LL.M., if related to the work of the position.

(Transcripts must be submitted). OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education as stated above.

This can be determined by adding total qualifying experience as a percentage of the required experience and education as a percentage of the total required.

The total percentage must be equal to 100 percent. A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

You will be rated on the following Competencies for this position: Attention to Detail Customer Service Customer Service (Clerical/Technical) Data Management Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Technical Competence Technology Awareness 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 requires regular and recurring physical exertion such as prolonged standing, bending, and stooping to observe work operations and identify leaking containers in a treatment, storage, or disposal area.

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:

MAJOR DUTIES Program Responsibility -Responsible for coordinating administrative functions related to the Chief of Staff's Office to include strategic planning, program management, staffing, and VISN and national suspenses.

-Manages Medical Center Policies and Standard Operating Procedures for the Chief of Staff's Office and provides administrative review for policies within the Chief of Staff lane.

-Prepares and reviews all coorespondence and signature items for the Chief of Staff's Office and assists with documents for the clinical service lines and other Executive Office staff.

-Assists with customer service concerns that rise to the level of the Executive Office to include servicing as a Patient Advocate Liaison and assisting with facilitating the processing of Clinical Appeals.

-Assists with Chief of Staff Office projects to include data collection and research into directives and policies to assist with high level decision making.

-Familiar with running high level reports to assist Chief of Staff's Office in preparing reports, presentation, and for use in decision making.

-Serves as the administrative support for Chief of Staff Office level committees, preparing agendas and minutes and providing coverage for other Executive Office level meetings.

-Serves as a liaison with service lines and staff from throughout the facility, scheduling meetings and assisting with coordination on the behalf of the Chief of Staff's Office.

-Prepares Memorandum of Understandings between service lines, the health care system, and external organizations, working with Compliance and Office of General Council as needed.

-Assists with audits to include Office of the Inspector General, The Joint Commission, VA Central Office, and VISN level site visits preparing documentation, agendas, and assisting with surveys.

-Runs high level meetings, providing technical support, and oversees agendas as needed.

-Responsible for administrative support for the sections that fall under the Chief of Staff to include timekeeping, human resources documents, personnel requests, etc.

-Provides administrative support for the Credentialing and Privileging Section providing back-up for Credentialing and Privileging meetings, documentations, management of OPPEs and FPPEs (competencies) tracker, and processing signatures for privileges etc.

-Provides administrative support for the State Licensing Board reporting process.

-Assists Chief of Staff Office with Human Resources functions to include preparing recruitment packets, interviews, etc.

Work Schedule: M-F 7:30am to 4pm Telework: Ad-Hoc Position Description/PD#: Program Specialist-Executive Director (Chief of Staff's Office)/PD041540