Staff Assistant

Summary The incumbent serves as a Staff Assistant within the Veterans Integrated Service Network (VISN) Senior Health System Services (HSS) team, functioning as a key administrative, operational, and program management resource for VISN executives and VISN-wide strategic initiatives. This position is part of the Veterans Health Administration (VHA) and supports agency-level operations and directives, working within VHA structures under the leadership of the Under Secretary for Health (USH). Responsibilities Major duties include: Executive-Level Administrative Policy & Technical Support Manage complex administrative operations for the Network Director and Senior HSS, ensuring coordination of priorities, deadlines, and workflow across multiple VISN operational units. Provide technical support in project development, including goals, performance measures, and implementation strategies (e.g., development of goals, performance metrics, resource planning). Serve as a primary coordinator for strategic initiatives, high-visibility tasks, and critical communications requiring executive attention. Develops and manages high-level administrative systems that enable the Network Director and executive team to proactively identify and address emerging regional and national priorities. Design and maintain complex tracking systems for executive priorities and deadlines; independently inform executive leaders of potential risks, leveraging judgment to recommend corrective actions. Initiate, direct, prioritize, and integrate actions and requirements in support of VISN-level mission objectives, initiating, expediting, and integrating cross-unit priorities. Research, interpret, and apply administrative, regulatory, and operational guidance affecting VISN programs; recommend procedural adjustments to improve organizational efficiency. Participate in the coordination of agency-level operational projects, pilots, and mandated VHA initiatives, ensuring that VISN activities are synchronized with objectives set by the USH. Independently evaluate new regulations, directives, and policies, interpreting their impact on VISN programs and proactively develop and implements system-wide procedures to ensure compliance. Project Management & Cross-Functional Coordination & Strategic Planning & Performance Analysis Serve as project manager or alternate manager for assigned VISN-wide initiatives; perform analysis, coordination, tracking, and reporting. Build cross-program collaboration with clinical, administrative, fiscal, and communications stakeholders to support Director-level decision-making. Provide administrative and logistical support for national workgroups, cross-VISN teleconferences, and other efforts that directly advance VHA or USH-level strategic directives, as assigned. Assist the Network Director by developing performance metrics and dashboards to assess VISN operational effectiveness. Compile, interpret, and brief leadership on workforce analytics, operational trends, and performance indicators. Conduct root cause analysis on complex operational or performance issues, develop and recommend targeted interventions, and oversee the implementation of corrective actions. Evaluate policy impacts on Network-wide operations and advise on change management strategies. High-Level Communications & Stakeholder Engagement Prepare executive-level correspondence, reports, and briefing materials for VISN leadership, VACO partners, Congressional inquiries, and external oversight bodies. Coordinate and support high-level meetings, briefings, site visits, and conferences involving VISN Executive Leadership, VISN Program Team, VA Central Office representatives, congressional or Veteran service organization stakeholders, and other officials; prepares meeting materials, records action items, and tracks follow-up. Assist with audits, inspections, and regulatory reporting. Calendar, Action Tracking, Travel, and Executive Workflow Management/ Support for HR-Related Executive Processes Manage Director-level calendars, action items, follow-ups, and suspense tracking systems-including identification of data needs and system improvements. Ensure timely execution of tasks by coordinating dependencies across multiple VISN offices. Provide accurate and timely travel arrangements. Coordinate recruitment actions, onboarding processes, or other personnel actions at the Director level where appropriate. Assist with workforce planning, organizational design discussions, and position justification activities. Issue Resolution, Executive Advisory Support & Professionalism Identify emerging issues or controversies, elevate them to leadership promptly, and recommend resolution strategies. Make independent decisions on routine matters within delegated authority. Conduct analysis of complex operational problems and propose solutions considering VISN mission, constraints, staffing, and regulatory obligations. Maintain composure and professionalism during high-stress situations (short deadlines, sensitive personnel matters, emergent issues). Other duties as assigned. Work Schedule: Monday - Friday 8:00am-4:30pm or as determined by supervisor. Telework: This position is not authorized for telework Virtual: This is not a virtual position. Position Description/PD#: Staff Assistant/PD00016VS Relocation/Recruitment Incentives: Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 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 or 2-year trial 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 or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/16/2026. Time-In-Grade Requirement: 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. 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 as described below: Specialized Experience: 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 include, but are not limited to: (1) Comprehensive knowledge of VA/VHA organizational structure, mission, programs, and the interrelationships among VISN Executive Leadership, HSAs, medical facilities, and national program offices. (2) Working knowledge of health care administration and operations. (3) Project Management. (4) Analytical ability to gather, evaluate, and synthesize data from disparate sources and present findings in a clear, concise, and actionable format for senior leadership. (5) Knowledge of administrative and management analysis techniques sufficient to identify problems, evaluate alternatives, and recommend solutions related to organizational and operational effectiveness. (6) Skill in written and oral communication sufficient to prepare executive-level correspondence, briefings, and presentations, and to represent the Senior HSS in meetings with senior officials. (7) Knowledge of applicable VA regulations, directives, and policies governing administrative operations, correspondence management, travel regulations, and program administration. (8) Skill in the use of standard office automation software (word processing, spreadsheet, database, and presentation applications) and VA-specific data systems/dashboards to compile and present information. (9) Draft and recommend process improvements, SOPs, or administrative guidance for management review and potential VISN-wide adoption. Analyze data and prepare reports. (10) Exercises independent judgment in prioritizing tasks, resolving administrative conflicts, and coordinating competing program requirements. 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 is primarily sedentary, performed in an office setting. Some travel between VISN facilities may be required to support meetings, site visits, or special projects. 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/. Education There is no educational substitution at this grade level. Additional Information Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.