Health System Specialist - Executive Assistant

U.S. Department of Veterans Affairs; Salt Lake City (UT); On-site; USD 80,000 - 120,000; Full time

Benefits offered by this job

Ad-Hoc telework

Job summary

U.S. Department of Veterans Affairs in Salt Lake City seeks a Health System Specialist – Executive Assistant to support the Associate Medical Center Director in Resources.

This role involves preparing strategic analyses, coordinating administrative functions, and advising on customer-centric programs across clinical and administrative lines. The position emphasizes project management, leadership collaboration, and complex scheduling to balance multiple priorities while ensuring accurate,

Qualifications

• Advanced knowledge of administrative systems and clinical coordination.
• Strong analytical and data interpretation abilities.
• Excellent written and oral communication with executive leadership.

Responsibilities

• Develop business plans with service chiefs under the Associate Director.
• Prepare reports with data analyses affecting space, PPE, and safety initiatives.
• Compile final reports with analyses and remedial actions.
• Establish process controls to ensure actions are completed.
• Coordinate meetings, agendas, and take minutes for committees.
• Create databases to benchmark data across programs and services.

Skills

Project management

Analytical skills

Communication skills

Strategic coordination

Education

Hospital administration / health care administration

Job description

Summary

This position is the Health Systems Specialist - Executive Assistant to the Associate Medical Center Director of Resources (AMCD) - Salt Lake City Veterans Administration Health Care System (SLCVAHCS). As the Health Systems Specialist - Executive Assistant - this individual provides direct support to the Associate Medical Center Director while participating in executive leadership activities across multiple domains.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/05/2026. Time-In-Grade Requirement GS-12: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-12 position you must have served 52 weeks at the GS-11. 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. Time-In-Grade Requirement GS-13: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-13 position you must have served 52 weeks at the GS-12. 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. INDIVIDUAL OCCUPATIONAL REQUIREMENT: The Health System Specialist position requires an Individual Occupational Requirement that will need to be met. Your resume will be reviewed regarding the Individual Occupational requirement - and it will be reviewed - to ensure that the Individual Occupational Requirement is met. Please understand that the Individual Occupational Requirement is required in addition to the required Specialized Experience. 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: (for positions above GS-5): 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. In Addition to the Individual Occupational Requirement there is a Specialized Experience Requirement: SPECIALIZED EXPERIENCE REQUIREMENT: Applicants must also have 52 weeks of specialized experience equivalent to at least the next lower grade level in the Federal service. Specialized experience is experience that equipped the applicant with the knowledge - skills - and abilities to successfully perform the duties of the position - and that are typically in or related to the position to be filled. Specialized Experience GS-12: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically defined as: advanced knowledge of complex administrative systems and a working understanding of clinical processes related to veteran care. Responsibilities include coordinating all administrative functions under the Associate Director's purview - including emergency management - safety services - environmental management - police operations - prosthetics - canteen - center for development and civic engagement and patient centered care initiatives. Serves as a key advisor to the Associate Medical Center Director on matters affecting customer‑centric programming and administrative operations. Demonstrates exceptional project management skills - lead interdisciplinary teams - and contribute to long‑term planning efforts that integrate various programs to support operational efficiency and strategic objectives. Specialized Experience GS-13: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically defined as: advanced knowledge of complex administrative systems and a working understanding of clinical processes related to veteran care. Responsibilities include coordinating all administrative functions under the Associate Director's purview - including emergency management - safety services - environmental management - police operations - prosthetics - canteen - center for development and civic engagement and patient centered care initiatives. Serves as a key advisor to the Associate Medical Center Director on matters affecting customer‑centric programming and administrative operations. Demonstrates exceptional project management skills - lead interdisciplinary teams - and contribute to long‑term planning efforts that integrate various programs to support operational efficiency and strategic objectives. Provide direct support to the Associate Medical Center Director - providing complex and comprehensive support for strategic decision‑making across all services under the Associate Director's supervision. Provide advanced analytical skills - the ability to work independently with minimal supervision - and strong communication skills to effectively coordinate with various departments and external organizations. Balance multiple priorities and manage complex projects simultaneously while maintaining attention to detail and ensuring accuracy in all analyses and reports. 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/.

Duties

• Duties include but are not limited to the following: Developing business plans in collaboration with service chiefs under the Associate Director - including assistance with facility-level business planning
• Preparing reports that may involve data analyses affecting space expansion - recovery/renewal initiatives - PPE data analysis in Logistics - and Occupational Safety and Health community/VISN safety concerns
• Compiling final reports including comprehensive analyses - noting discrepancies and planned initiatives for effecting remedial actions
• Establishing process controls to ensure recommendations and actions are completed as approved
• Implementing resolutions after concurrence of leadership on facility issues/concerns that may arise affecting administrative services and/or clinical services
• Monitoring action items within the organization to remedy problems and ensure risk management - including suspense items with short turn‑around times from VISN - Central Office - and congressional staff requests
• Identifying problems involving new or revised policies or procedures and bringing them to the attention of executive leadership for appropriate action
• Assist the Associate Director with preparing performance for all direct reports
• Reviewing and editing outgoing correspondence by administrative services prior to the signature of the Director
• Preparing issue briefs - memos - and other written documents utilizing VA standards
• Coordinating meetings - agendas - and taking minutes for committee meetings
• Creating databases that support benchmarking of data including financial data - patient population - and workload
• Communicating directly - and on behalf of the Associate Medical Center Director - with service chiefs - program managers - executives - external review boards - Veteran and political organizations - and others on matters related to programmatic initiatives
• Assisting with facility reports and responding to organization correspondence - including acting as a liaison or handling communication with persons and/or groups within and outside of the organization
• Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory - qualification - and performance requirements are met
• Selection at a lower grade level does not guarantee promotion to the full performance level
• Work Schedule: Monday through Friday - 7:30 a.m
• to 4:00 p.m
• Telework: This position may be authorized for telework on an Ad-Hoc basis only
• Virtual: This is not a virtual position
• Position Description/PD#: Health System Specialist - Executive Assistant/PD147630 and PD146110 Relocation/Recruitment Incentives: Authorized
• Critical Skills Incentive (CSI): Not approved
• Permanent Change of Station (PCS): Not authorized.