The Supervisory Health System Specialist serving as the Executive Assistant to the Chief of Staff (EA/COS) is the executive-level administrative leader for all functions aligned under the Office of the Chief of Staff (COS). The position functions as a COS-aligned administrative coordination role within the Office of the Chief of Staff, with responsibilities limited to COS-assigned administrative processes unless broader duties are specifically delegated by the Chief of Staff.
Conducts analyses of Executive Administration workflows and outputs; develops methodologies to collect and analyze administrative data; prepares recommendations for COS decision-making. Establishes and maintains COS-office SOPs and standardizes processes for correspondence, records management, reporting, and internal reviews.
Includes ownership of COS-level correspondence management (routing, tracking, QC), records and document control systems, retention/archival structures, and accuracy/timeliness of executive artifacts. Prepares or consolidates administrative components of accreditation and internal review documentation, coordinating with Quality/Patient Safety.
Supports executive boards and committees through agenda development, documentation and minutes management, action-item tracking, and liaison duties. Conducts special studies, consolidated reporting, and administrative analyses (business cases, operational studies, corrective-action recommendations) to support medical center initiatives. Represents the COS Office on designated facility/VISN/VACO committees; coordinates follow-through on assigned executive actions.
Examples of recurring improvements include streamlining templates, improving correspondence timeliness, and standardizing COS-level accreditation readiness artifacts. Coordinates internal administrative reviews supporting clinical and administrative services under the COS; prepares compliance and readiness documentation.
Evaluates reporting requirements, consolidates duplicative reporting streams, and updates templates and processes to strengthen clarity, accuracy, and timeliness. Conducts administrative analysis for Executive Administration functions, including resource/cost analysis, space planning documentation, and administrative procurement/property coordination.
Provides administrative support for COS-directed initiatives with VISN, VACO, accrediting bodies, Congressional offices, academic affiliates, and external agencies. Assesses section needs, emerging trends, and workload drivers; develops plans aligned with annual goals and long-term objectives for the COS Office. Provides technical consultation to Executive Administration staff; resolves complex administrative issues that affect COS-office programs and executive workflows.
Duties include assigning work, setting priorities, approving leave, administering performance plans/appraisals, coaching, recommending awards/development, interviewing/selecting candidates, initiating minor disciplinary actions, and recommending actions in more serious cases. Provides programmatic oversight of Medical Staff Office administrative operations through the GS-12 MSO Supervisor.
Ensures quality control, workflow management, and administrative readiness across Executive Administration operations (scheduling coordination, routing/prioritization, workflow monitoring). Supervisory coverage statement: Supervisory duties, including planning, assigning, evaluating, coaching, leave approval, performance management, escalations with the GS-12 supervisor, and workflow quality oversight, constitute approximately 25% of recurring duties over a performance year.
A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.
omar.smith2@va.gov · 9155647517
This position is with Veterans Health Administration, Department of Veterans Affairs.
The posted pay range is $106855 – $138913/yr.
Applications close on 2026-11-06.
This position is open under the 'Fed Transition' hiring path.
Source: USAJOBS.gov — U.S. Federal Government · Retrieved 2026-11-03 · Not affiliated with or endorsed by OPM or USAJOBS.gov
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