Program Specialist - Staff Assistant

This position is located in the Office of the Chief of Staff at the Washington DC VA Medical Center. The incumbent serves as a Program Specialist (Staff Assistant) providing comprehensive, independent administrative and management support to the Chief of Staff (COS) and all three Deputy Chiefs of Staff (DCOS) as a unified executive suite. There are two staff assistants within the Office of the COS.

Major duties include, but are not limited to: CORRESPONDENCE, SUSPENSE, AND EXECUTIVE ACTION MANAGEMENT - 25% Receives from the Administrative Officer (or directly, where a matter is addressed specifically to a COS/DCOS principal); correspondence, controlled correspondence, Congressional inquiries, and executive taskings requiring the personal attention of the COS or a DCOS. Reviews incoming items for completeness and appropriate framing, determines the appropriate internal routing for substantive input, monitors due dates, and follows up with responsible parties to ensure timely completion. Prepares, coordinates, and edits correspondence and administrative products for executive review and signature, applying applicable VA policy, formatting, and tone requirements and coordinating with subject-matter offices to ensure products are complete, properly cleared, and suitable for executive-level release. PROJECT MANAGEMENT AND TRACKING FOR COS/DCOS-LED INITIATIVES-15% Plans, organizes, and independently manages projects and initiatives led or sponsored by the COS or a DCOS (as distinct from Clinical Service-level quality-improvement projects, which are tracked by the Program Analyst, Business Analysis). Defines project scope, deliverables, and milestones in coordination with the sponsoring executive; develops and maintains project schedules, action-item trackers, and status reports; and identifies dependencies, resource needs, and risks throughout the project lifecycle. MANAGEMENT AND ADMINISTRATIVE PROGRAM SUPPORT (FRONT OFFICE)-15% Plans, coordinates, and performs administrative and management functions specific to the operation of the COS/DCOS front office, including records and document control, forms and internal workflow tracking, and other recurring administrative requirements for the executive suite itself (as distinct from office-wide administrative infrastructure, which is the Administrative Officer's responsibility). Reviews and evaluates staff actions, memoranda, reports, studies, fact sheets, and information papers originating from across the medical center for completeness, coordination, consistency, logic, accuracy, and compliance with applicable requirements before these products are referred to the COS or DCOS for review or signature, serving as the quality-control checkpoint between the originating office and the executive. SERVICE-LEVEL LIAISON ON BEHALF OF EXECUTIVES - 15% Serves as the administrative point of representation for the COS and/or assigned DCOS officials in routine dealings with Clinical Service Chiefs, Administrative Officers, and other facility service-level staff, standing in for the executive on logistical and administrative matters so the executive's time is not consumed by every operational touchpoint. Conveys the executive's administrative instructions, expectations, and follow-up requirements to service-level points of contact and gathers information, status updates, and materials on the executive's behalf in preparation for meetings, decisions, or VISNNACO reporting requirements. EXECUTIVE-LEVEL DATA SYNTHESIS AND DECISION SUPPORT-10% Retrieves, compiles, and synthesizes administrative and program data, drawing on outputs from positions such as the Program Analysts (Business Analysis); and the Program Analyst (Strategic Communications), as well as direct VA reporting systems, into concise, decision ready summaries for the COS and DCOS officials' own situational awareness and meeting preparation. EXECUTIVE ADMINISTRATIVE, TRAVEL, AND STAKEHOLDER SUPPORT-10% Provides executive administrative support to the COS and DCOS officials, including travel arrangements and reimbursement documentation, visitor and VIP coordination, and other executive-office support activities. EXECUTIVE CALENDAR, SCHEDULING, AND MEETING COORDINATION -10% Manages and coordinates executive calendars for the COS and/or assigned DCOS officials, with responsibility extending across all four C-Suite principals as workload and coverage require. Work Schedule: Monday -Friday; 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Specialist - Staff Assistant/PD220260 Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.

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 (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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. 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 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. 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.