Staff Assistant

About the role

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).

What you will do

• 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

• 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 (***).
• 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.

Education

There is no educational substitution at this grade level.

How you will be evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified.

Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.

The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Documents you must provide

• Resume SF-50/ Notification of Personnel Action The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• Cover Letter Disability Letter (Schedule A) Disability Letter (VA) PCS Orders Performance Appraisal Resume Separation Notice (RIF) SF-50/ Notification of Personnel Action Transcript SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility): Most recent SF-50 if you are a current or former Federal employee An SF-50 showing 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 Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50's at the highest grade held with an effective date more than one year old.
• Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire.
• You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.).
• If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation.
• Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.
• Documentation is required to award preference.
• For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

What to expect next

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.

If initial application submission is updated and resubmitted with a new resume, only the most current resume will be reviewed for consideration. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview.

All referred applicants receive a final notification once a selection decision has been made. You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons.

Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.

VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.

HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

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.