Executive Assistant

Summary

This role supports the Associate Director at Erie VAMC by providing strategic and operational guidance across Facilities, Health Administration, Logistics, Prosthetics, Privacy/FOIA, Finance, Voluntary Services, Environmental Management, and Biomedical. It ensures coordinated healthcare delivery through advising, evaluating programs, and solving complex administrative challenges across diverse departments.

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Duties

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• Analyzes staffing versus workload across all departments under the Associate Director to determine proper manning and recommend alignment based on budget, workload, span of control, and operational needs.
• Reviews departmental processes to identify productivity improvements and leads change management initiatives.
• Influences necessary staffing or process changes using data-driven recommendations.
• Oversees and guides implementation of departmental changes to achieve desired outcomes.
• Identifies when change management strategies must be adjusted or redirected.
• Conducts space planning with leadership, FMS, and Interior Design, anticipating short-, mid-, and long-term facility needs.
• Determines optimal space assignments to support efficient patient care and operational workflows.
• Addresses resistance to space changes by applying communication skills, knowledge, and experience.
• Reviews construction plans and timelines for major and minor projects, ensuring minimal disruption to healthcare delivery.
• Coordinates with Contracting Officers to resolve delays and enforce contractor accountability.
• Works with leadership to identify renovation and construction priorities for SCIP's 10-year facility planning.
• Ensures FMS submits required business cases and prioritization documentation.
• Oversees Environment of Care (EOC) deficiency tracking, ensuring timely entry, monitoring, and closure of issues across the medical center and CBOCs.
• Plans and manages projects on behalf of the Associate Director, ensuring deadlines are met and clinical, facilities, and administrative functions align.
• Studies organizational goals, identifies opportunities, and recommends solutions to system-wide operational problems.
• Operationalizes services from planning through implementation and evaluation, ensuring financial sustainability, regulatory compliance, and technology integration.
• Evaluates facility-wide programs for efficiency, productivity, and effectiveness.
• Motivates leaders and staff across diverse healthcare and support functions by applying broad organizational knowledge.
• Acts on behalf of the Associate Director during absences.
• Leads or participates in complex management studies affecting organizational structure, policies, processes, and fiscal control.
• Plans and oversees team studies, selecting appropriate qualitative and quantitative methodologies.
• Collects and analyzes data from various stakeholders, forming findings, conclusions, and recommendations.
• Presents results in written and oral formats to senior leadership.
• Provides budgetary and expenditure data support, ensuring healthcare delivery and operations remain within financial limitations.
• Advises on funding and personnel shortages, proposes adjustments, and identifies cost-saving opportunities.
• Conducts Fact-Finding investigations and Administrative Boards of Investigation for Erie VAMC, VISN facilities, and executive leadership.
• Gathers and evaluates evidence, prepares witness lists, conducts interviews, administers oaths, determines facts, and drafts comprehensive reports.
• Makes evidence-based recommendations to convening authorities.
• Reviews all contracts prior to submission to VA Central Office, ensuring alignment with healthcare delivery and operational needs.
• Communicates with contracting leadership to resolve issues, justify interventions, and address delays or anomalies.

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: 0730-1600/0800-1630 Monday - Friday

Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Executive Assistant/ PD066770

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Authorized

Permanent Change of Station (PCS): Not Authorized

PCS Appraised Value Offer (AVO): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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 ( 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 may 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, 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, 07/16/2026.

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-09 position, you must have served 52 weeks at the GS-07. For a GS-11 position, you must have served 52 weeks at the GS-09.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. 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.

Specialized Experience: Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field equivalent to at least the next lower grade level. 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.

GS- 9 Executive Assistant Series, 0301 Grade Level Minimum Qualification Requirements

• GS-09 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education.

Special Provision for Inservice Placement: Successfully completed an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included: Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements; practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program.

GS-11 Executive Assistant Series, 0301 Grade Level Minimum Qualification Requirements

• 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,
• GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D., equivalent doctoral degree, 3 full years of progressively higher-level graduate education leading to such a degree, Or LL.M in the related field of the position to be filled. NOTE: Transcripts must be submitted with your application. Education cannot be credited without documentation. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education.

Special Provision for Inservice Placement: Successful completion of an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included: Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements; Practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and Oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program.

GS - 12 Executive Assistant Series, 0301 Grade Level Minimum Qualification Requirements

• GS-12 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.

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.

Specialized Experience: Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization. Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service. 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.

Education

Physical Requirements: Requires extensive walking per day with clinic and administrative leads and other clinic personnel. Trips to satellite outpatient clinics are sometimes necessary and will involve transportation via station vehicle or privately owned vehicle.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

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: 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:

Additional information

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.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.