Health System Specialist

• Duties: Administrative Support to Clinical Care Lines The Health Systems Specialist (HSS) to the Chief of Staff provides comprehensive support and functions as a liaison to facilitate effective oversight of the Clinical Care Integrated Clinical Community (ICC) lines. The incumbent serves as the primary link between the organization's clinical and administrative operations, ensuring that clinical services adhere to sound business practices and operate at optimal efficiency. The HSS collaborates with the Chief of Staff and ICC leadership in the development and implementation of local administrative policies, including those governing clinical workflows, documentation standards, patient access requirements, and prioritization of clinical resources. The incumbent is also responsible for drafting, submitting, and monitoring requests for policy waivers to VHA Directives when required. Responsibilities include integrating ICC reports and projects to ensure alignment with Network and Medical Center Strategic Goals. Data may come from national databases such as the Inpatient Evaluation Center (IPEC) or from locally collected real time observations. Operational Improvement Evaluates management techniques, processes, and leadership styles to enhance organizational effectiveness. Identifies and implements improvements in administrative and clinical operations based on findings from internal audits, performing facility rounds, and both qualitative and quantitative analyses aligned with the Define, Measure, Analyze, Improve, Control (DMAIC) methodology in the Lean Six Sigma framework. Reviews complex, high impact data from VHA sources such as the Inpatient Evaluation Center (IPEC), Strategic Analytics for Improvement and Learning (SAIL), the provider productivity report (VSSC) and the Surgery Metrics Dashboard. Additionally, the HSS develops internal reports and dashboards to monitor progress on key facility initiatives using tools such as Microsoft Power BI. The HSS uses a variety of improvement methodologies to analyze the pertinent data, summarize the problem and make recommendations for action to the Chief of Staff. The HSS serves as the facility's point of contact in national systems patient flow initiatives including serving as a national systems redesign point of contact and as a VISN Advanced Clinic Access coach in the national ACA coach's college. The candidate monitors and creates systems to ensure that all national, VISN, and local patient access directives and policies are being adhered to and works with care lines to develop corrective courses of action to bring programs back into compliance. The HSS provides direction and collaborative oversight of all ICC Administrative Officers in assessing Performance Monitors and Measures. The incumbent advises the Chief of Staff on specific courses of action and provides reports for both the Chief of Staff and Network, as required. The incumbent assists with planning functions, including the collection of required information and materials, works with the VSSC to create customized facility reports, and the establishment of specific strategies. Coordination of plans across the clinical Care Lines will be vital, as well as facilitating the prioritization of the planning elements. Supervision Serves as the immediate supervisor to the Chief of Staff's Secretary, providing technical and administrative oversight, including direction on work assignments, performance evaluations, and leave. Supports the Chief of Staff by setting and adjusting priorities, assessing staffing needs, planning and distributing work, and ensuring adequate coverage for all program functions. Develops and interprets performance standards, communicates expectations, assigns and reviews work based on priorities, complexity, and employee capability, and conducts quarterly evaluations with ongoing feedback. Provides guidance on work and administrative matters, approves leave, manages purchase card transactions, and conducts staff meetings and minutes. Identifies and addresses employee training needs, coordinates required development, and advocates for training resources. Handles employee concerns, resolves minor issues, administers minor disciplinary actions, and elevates more serious matters as needed. Interviews and selects candidates for vacancies, promotions, details, and reassignments while ensuring compliance with EEO and merit principles. Interprets policy objectives, anticipates downstream impacts of changes in healthcare delivery, financing, staffing, coding, and readiness, and communicates these impacts to community partners, VA staff, and Veterans. Work Schedule: Monday through Friday 7:30 a.m. - 4:00 p.m. Virtual: This is not a virtual position. Position Description/PD#: Health System Specialist/PD528E-141350 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized

Education

There is no educational substitution at this grade level. 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/.

Requirements

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.

Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.

Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct;

the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Required Documents

To apply for this position, you must provide a complete Application Package which includes: Resume The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).

You will not be contacted for additional information. Cover Letter DD-214/ Statement of Service Disability Letter (Schedule A) Disability Letter (VA) License Other (1) Performance Appraisal Professional Certification Resume Separation Notice (RIF) SF-15 SF-50/ Notification of Personnel Action Transcript Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply.

Qualified veterans will, however, be given full consideration for this position. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted.

HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students.

HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement.

Management may use any one or any combination of these methods to fill the position.