Supervisory Health System Specialist

Veterans Health Administration • Reno, NV

4d

About The Position

The Supervisory Health System Specialist serves as the Executive Assistant to the Chief of Staff (EA/COS) and is the executive-level administrative leader for functions aligned under the Office of the Chief of Staff. The role coordinates COS-aligned administrative processes and is limited to COS-assigned administrative processes unless the Chief of Staff delegates broader duties.

The position analyzes Executive Administration workflows and outputs, develops methods to collect and analyze administrative data, and prepares recommendations for COS decision-making. It establishes and maintains COS-office standard operating procedures and standardized processes for correspondence, records management, reporting, and internal reviews. This includes managing COS-level correspondence routing, tracking, and quality control; records and document control systems; retention and archival structures; and the accuracy and timeliness of executive materials.

The specialist prepares or consolidates administrative components of accreditation and internal review documentation in coordination with Quality/Patient Safety, supports executive boards and committees, and conducts special studies and administrative analyses to support medical center initiatives. The role represents the COS Office on designated facility, VISN, and VACO committees and coordinates follow-through on assigned executive actions. It also coordinates administrative reviews for clinical and administrative services under the COS, evaluates reporting requirements, and improves templates and processes to strengthen clarity, accuracy, and timeliness.

Additional work includes resource and cost analysis, space-planning documentation, administrative procurement and property coordination, and support for COS-directed initiatives involving VISN, VACO, accrediting bodies, Congressional offices, academic affiliates, and external agencies. The specialist assesses section needs, trends, and workload drivers and develops plans aligned with COS Office goals and objectives. The position provides technical consultation to Executive Administration staff and resolves complex administrative issues affecting COS-office programs and workflows.

The role includes supervisory responsibilities such as assigning work, setting priorities, approving leave, administering performance plans and appraisals, coaching, recommending awards and development, interviewing and selecting candidates, initiating minor disciplinary actions, and recommending action in more serious cases. It provides programmatic oversight of Medical Staff Office administrative operations through the GS-12 MSO Supervisor and oversees quality control, workflow management, and administrative readiness across Executive Administration. Supervisory duties constitute approximately 25% of recurring duties over a performance year.

The position may require extensive walking to meet facility managers and clinic personnel, and occasional travel to satellite outpatient clinics by automotive vehicle. Work requires precision and sustained concentration, often amid interruptions, changing priorities, and deadlines.

Requirements

• U.S. citizenship is required.
• Selective Service registration is required for males born after 12/31/1959.
• Applicants may be required to serve a probationary period and are subject to a background/security investigation and online onboarding.
• Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel; participation in the COVID-19 vaccination program is required for VA personnel.
• For GS-13, one year of specialized experience equivalent to at least GS-12 is required, including experience working closely with senior leaders, program managers, or facility executives and analyzing, coordinating, overseeing, or managing administrative, clinical, or operational activities.
• Qualifying experience must demonstrate knowledge of health care delivery systems and their missions, organizations, programs, and operational requirements; health care regulatory, accreditation, credentialing, and compliance standards; and government, agency, and facility administrative systems such as budgeting, human resources, procurement, resource management, and organizational operations.
• The individual occupational requirement may be met through major study in hospital administration, public health administration, or a related field such as business or public administration with coursework in health care administration, or through qualifying specialized health-care analytical, administrative, clinical-management, or supervisory experience.
• Federal employees who have held a GS grade within the past 52 weeks must meet the time-in-grade requirement of 52 weeks at GS-12 for a GS-13 position and submit an SF-50 demonstrating eligibility.
• A transcript must be submitted when education is used to qualify. Foreign education requires a Certificate of Foreign Equivalency with the transcript.
• The position requires communication, leadership, organizational awareness, planning and evaluating, problem solving, and administration and management competencies.
• Physical demands may include extensive walking, occasional travel to satellite outpatient clinics by automotive vehicle, prolonged concentration, and work amid interruptions and changing priorities.

Responsibilities

• Analyze Executive Administration workflows and outputs; develop methods for collecting and analyzing administrative data and prepare recommendations for COS decision-making.
• Establish and maintain COS-office SOPs and standardize correspondence, records management, reporting, and internal review processes.
• Manage COS-level correspondence routing, tracking, and quality control; records and document control; retention and archival structures; and the accuracy and timeliness of executive materials.
• Prepare or consolidate administrative documentation for accreditation and internal reviews in coordination with Quality/Patient Safety.
• Support executive boards and committees through agenda development, documentation and minutes management, action-item tracking, and liaison duties.
• Conduct special studies, consolidated reporting, business cases, operational studies, and administrative analyses to support medical center initiatives.
• Represent the COS Office on designated facility, VISN, and VACO committees and coordinate follow-through on assigned executive actions.
• Coordinate internal administrative reviews supporting clinical and administrative services under the COS and prepare compliance and readiness documentation.
• Evaluate reporting requirements, consolidate duplicative reporting streams, and improve templates and processes for clarity, accuracy, and timeliness.
• Conduct administrative analysis of resource and cost needs, space-planning documentation, and administrative procurement and property coordination.
• Support COS-directed initiatives involving VISN, VACO, accrediting bodies, Congressional offices, academic affiliates, and external agencies.
• Assess section needs, emerging trends, and workload drivers and develop plans aligned with COS Office annual goals and long-term objectives.
• Provide technical consultation to Executive Administration staff and resolve complex administrative issues affecting COS-office programs and executive workflows.
• Assign work, set priorities, approve leave, administer performance plans and appraisals, coach staff, recommend awards and development, interview and select candidates, initiate minor disciplinary actions, and recommend action in more serious cases.
• Provide programmatic oversight of Medical Staff Office administrative operations through the GS-12 MSO Supervisor.
• Oversee quality control, workflow management, and administrative readiness across Executive Administration operations, including scheduling coordination, routing and prioritization, and workflow monitoring.

Benefits

• Federal employees earn annual leave based on years of federal service; VA may grant credit for qualifying prior non-federal work or active-duty uniformed military service if requested and approved before appointment.
• Federal employees and their families have access to a comprehensive federal benefits package; specific eligibility depends on position type.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed