Supervisory Administrative Specialist

Summary

The incumbent will serve as one of eight Supervisory Administrative Specialists (SAS) within Hospital and Specialty Medicine and is part of the administrative leadership team reporting directly to the Business Officer. The SAS is expected to work in collaboration with the section directors providing leadership and direction.

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Duties

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Duties include but are not limited to:

• Provides support in the development of organizational structures and processes to ensure optimal operations.
• Proactively identifies and solves problems before they become significant.
• Analyzes, summarizes, identifies, interprets and evaluates significant trends.
• Makes programmatic recommendations based on analysis.
• Prepares reports, justifications, charts, graphs, statistical and narrative data or briefings and presentations.
• Manages requests for administrative action and delegates within the sections assigned, including need for clinical information, data pulls, controlled correspondence and suspense items.
• Acts as a liaison between patients and the service line.
• Ensures administrative and regulatory requirements are met, including review and interpretation of directives, handbooks, policies, instructions, regulations and delegations of authority.
• Participates in healthcare system committees and groups.
• Directs the development and submission of Human Resources actions and documentation for matters involving recruitment, promotions, performance, awards and recognition, position classification, training, disciplinary action, and competency assessments for Federal Wage, Title 5, Title 38 and Hybrid Title 38 pay systems.
• Provides expert advice to clinical managers and supervisors regarding Human Resource issues.
• Provides a full range of supervisory duties for clerical staff.
• Conducts interviews for positions; making recommendations for appointment, promotion or reassignment.
• Plans and assigns work to be accomplished.
• Evaluates work performance of subordinates including performance plans and competency assessments.
• Performs disciplinary and reprimands as necessary.
• Identifies developmental and training needs of employees to include management and tracking.
• Serves as a Control Point Official responsible for day to day management, oversight and reporting of fund control points for assigned sections/departments.
• Provides advise to the Business Officer regarding management of program personnel, budgetary and finance issues.
• Develops budget estimates to make resource allocation recommendations and decisions.
• Assists with organizational structure development for Time & Leave units, providing oversight and tracking of timecard exceptions.
• Provides oversight of Equipment Inventory Lists (EIL) within the service, ensuring that annual inventories are completed.
• Manages requests for supplies and equipment and determines future equipment needs.
• Provides oversight and decision making for space and key assignments, including supporting requests for major construction.
• Provides oversight of the service line emergency preparedness program.
• Reviews and interprets new and existing directives, handbooks, polices, instructions and regulations for potential impact on program objectives, operating policies and work operations.
• Participates in quality improvement activities.
• Ensures communications are accurate, professional and completed, and that written documents are completed using organizations formats/guidelines.

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. The full performance level of this position is GS 11.

Work Schedule: Monday-Friday, 8:00am-4:30pm

Telework: This position may be authorized for telework. This position is eligible to telework on an as needed (ad hoc) basis, determined by the needs of the service. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual or remote position.

Position Description/PD#: Supervisory Administrative Specialist/ PD40784A and PD41398A

Relocation/Recruitment Incentives: Not authorized

Critical Skills Incentive (CSI): Not authorized

Permanent Change of Station (PCS): 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 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, 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 within 30 days of the closing date of this announcement, 06/05/2026.

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 within 30 days of the closing date of this announcement. 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.

• For a GS 11 position you must have served 52 weeks at the GS-9. For a GS 9, you must have serviced 52 weeks at the GS 7.

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 and/or education as described below:

Minimum Qualifications GS 9:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS7 in the normal line of progression for the occupation in the organization that has equipped you 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 this position.
  • Examples of specialized experience would typically include, but are not limited to: knowledge of clinical operations and workload management in healthcare delivery systems; knowledge of human resources procedures; knowledge of basic budget and accounting principles; ability to analyze current or projected operational programs in order to establish priorities and milestones; knowledge of analytical tools and techniques used to gather, analyze and report and/or present information; skilled in oral and written communication in order to prepare and present recommendations and solutions regarding complex issues. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or two (2) full years of progressively higher-level graduate education leading to such a degree or LL.B or J.D., if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the position. Education must have been obtained in an accredited college or university. Education cannot be credited without documentation. TRANSCRIPTS REQUIRED. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience equivalent to GS 7 described above to meet the total experience requirements. Education must demonstrate the knowledge, skills, and abilities necessary to do the work. Education must have been obtained in an accredited college or university. Education cannot be credited without documentation. TRANSCRIPTS REQUIRED.

Minimum Qualifications GS 11:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS 9 in the normal line of progression for the occupation in the organization that has equipped you 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 this position.
  
  
  • Examples of specialized experience would typically include, but are not limited to: ability to apply knowledge of healthcare system guidelines and standards to improve the efficiency and effectiveness of programs; Administrative management to include Human Resources, contracting, procurement, space, and capital equipment management; skilled in oral and written communication in order to prepare and present recommendations and solutions regarding complex issues; knowledge of basic budget and accounting principles and techniques; knowledge of analytical tools and techniques used to gather, analyze and report and/or present information in a cohesive and relevant format (e.g., flowcharts, decision trees, demographic analysis, forecasting and feasibility or needs assessment studies; reports, proposals, charts, graphs, workload trends and resource needs).
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a successfully completed a Ph.D. or equivalent doctoral degree OR three (3) full years of progressively higher-level graduate education leading to such a degree OR LL.M, if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the position. Education must have been obtained in an accredited college, or university. Education cannot be credited without documentation. TRANSCRIPTS REQUIRED.
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of successfully completed graduate level education (beyond a master's degree) and specialized experience equivalent to the GS 9 as described above to meet total experience requirements. (Only education in excess of a masters or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree is credible.) Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the position. Education must have been obtained in an accredited college, or university. Education cannot be credited without documentation. TRANSCRIPTS REQUIRED.

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

Education

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.

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.