Health System Specialist

Veterans Health Administration • Columbia, SC

14d • Onsite

About The Position

The Health System Specialist (Administrative Assistant to the Chief of Staff) provides programmatic leadership and administrative support to the Office of the Chief of Staff and coordinates clinical systems and medical staff functions at the WJB Dorn VA Medical Center in Columbia, South Carolina. The role supports the daily operations of medical care delivery, clinical program planning, research, medical education, and Network operations.

The specialist works directly with the Chief of Staff on professional service policies and provides information and recommendations on administrative matters and system issues. The position manages administrative functions in the Office of the Chief of Staff, tracks performance data, maintains office policies and publications, approves timecards, and serves as backup to the Operations Officer. It also coordinates with the Director's Staff Assistants so medical staff perspectives are considered in medical center planning and decision-making. The role is not virtual and follows a Monday–Friday schedule from 7:30 a.m. to 4:00 p.m. The position may be filled at GS-11 or GS-12, with potential promotion to the full performance level without further competition if requirements are met.

Requirements

• Must be a U.S. citizen.
• Must complete the application, questionnaire, and required online assessment.
• Selective Service registration is required for males born after December 31, 1959.
• Must complete a background/security investigation and online onboarding process and provide acceptable identification for pre-employment requirements.
• Must participate in the VA seasonal influenza vaccination program.
• Must serve a one-year probationary period.
• Meet the 0670 occupational series Individual Occupational Requirement through qualifying education in hospital administration, public health administration, or a related field with health care administration coursework; qualifying progressively responsible healthcare analytical, administrative, clinical management, or supervisory experience; or an eligible agency-sponsored on-the-job training program.
• For GS-11, have one year of specialized experience equivalent to GS-9, or qualify through the stated education or education-and-experience substitution provisions.
• For GS-12, have one year of specialized experience equivalent to GS-11, including mastery of relevant support-service policies, procedures, and operations; qualifying doctoral-level education may substitute for experience.
• Submit transcripts if qualifying based wholly or partly on education.
• Experience supporting healthcare, government, or complex organizations; managing executive calendars and high-priority meetings; preparing briefing materials; and supporting senior leadership decision-making.
• Ability to analyze workflows, identify process improvements, and implement administrative systems that improve operational efficiency.
• Experience coordinating administrative functions such as budget tracking, procurement, human resources actions, timekeeping, and performance reporting.
• Understanding of VA, federal government, or large-organization policies, procedures, and compliance requirements.
• Ability to independently prepare correspondence, reports, presentations, and policy documents for executive review.
• Ability to handle sensitive information discreetly and maintain confidentiality.
• Ability to collaborate across departments and build relationships with clinical, administrative, and operational staff.
• Strong communication skills, including conveying complex information clearly and professionally on behalf of senior leadership.
• Ability to manage competing priorities in fast-paced, high-visibility environments with tight deadlines.
• Experience supporting committees, workgroups, and special projects for senior executives.
• Proficiency with MS Office Suite (Word, Excel, PowerPoint), SharePoint, and enterprise administrative systems.

Nice To Haves

• High-level administrative support experience in a healthcare, government, or complex organizational environment.
• Experience managing executive calendars, coordinating high-priority meetings, preparing briefing materials, and supporting senior leadership decisions.
• Experience analyzing workflows, identifying process improvements, and implementing administrative systems.
• Experience coordinating budget tracking, procurement, human resources actions, timekeeping, and performance reporting.
• Knowledge of VA, federal government, or large-scale organizational policies, procedures, and compliance requirements.
• Experience independently preparing correspondence, reports, presentations, and policy documents for executive-level review.
• Experience handling sensitive information discreetly and maintaining strict confidentiality.
• Experience building collaborative relationships with clinical, administrative, and operational staff.
• Strong communication skills for conveying complex information on behalf of senior leadership.
• Experience managing competing priorities in fast-paced, high-visibility environments with tight deadlines.
• Experience supporting executive committees, workgroups, and special projects.
• Proficiency with MS Office Suite (Word, Excel, PowerPoint), SharePoint, and enterprise administrative systems.

Responsibilities

• Work directly with the Chief of Staff in formulating professional service policies.
• Provide information and recommendations on administrative matters and system issues, take action to correct problems, and facilitate continuous quality improvement.
• Serve as technical authority in preparing responses and endorse responses to Congressional inquiries concerning professional service operations.
• Prepare, review, and recommend approval of recurring and one-time reports required by VA Headquarters, VISN 7, state organizations, veteran groups, and other organizations and agencies.
• Manage and be accountable for administrative functions in the Office of the Chief of Staff.
• Track and trend data associated with national and local performance metrics and manage policy and publication updates within the Chief of Staff's office.
• Serve as timecard approving official for the Office of the Chief of Staff.
• Serve as backup to the Operations Officer within the Chief of Staff's office, managing facility medical staff operations and supporting a positive environment for quality, patient-centered care.
• Foster a safe and pleasant working environment for the Office of the Chief of Staff.
• Coordinate with the Director's Staff Assistants to ensure medical staff views and input are considered in medical center planning and decision-making.

Benefits

• Comprehensive federal employee benefits package for employees and their families.
• VA may grant credit for qualifying non-federal job-related experience or active-duty uniformed military service when determining annual leave accrual, subject to request and approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Ph.D. or professional degree