Program Specialist

Summary The VA Northeast Ohio Healthcare System is recruiting for a Program Specialist. The Program Specialist will function in the Surgical Service. Responsibilities Major duties include : Management of Surgical Service's resident / student programs Develop and implementation process of evaluating effectiveness of resident / student programs within the service. Trend the improvement of the program such as access upon starting, management of alerts, and collaboration with community partners; create process improvement plans for continued growth. Collects, compiles, tracks statistical information in support of program operations. Assess program compliance and propose significant changes to work practices with substantial potential mission impact. Manages, prepares, analyze, extracts, summarizes, and identifies apparent trends and issues. Establish administrative controls to monitor, identify issues, discrepancies and gaps in programs and clinical venues to ensure remedial actions are initiated and completed timely. Performs short / long-term planning regarding program development. Assist Surgical Service Health Systems Specialist, Administrative Officer and Program Analysts in reporting requirements. Provide clerical admin support to Chief of Surgery, as well as Administrative Officer. Draft and submit official correspondence, enter data into various Official VA Sites. Provide oversite, follow-up, and collaborate with other services to ensure completion of tasks. Create network within the VA to escalate tickets / tasks when needed Coordinate training programs and confirm credentials and security tasks for service residents, students, and trainees. Assign keys and parking information Maintain TMS training records, rotation schedules, rosters, call schedules and attendance tracking for unpaid trainees, and timecards for staff. Enters ePAS and YourIT requests for all trainees, new and existing employees to ensure proper menus, security keys, person and user class, and appropriate access is assigned. Primary Surgical Service ADPAC. Part of COR Leadership Team of ADPACs, considered one of the most Senior ADPAC Advisors for the facility. Reviews menu and key assignments for all medical service staff and trainees (VISTA User Review) Process new hire paperwork for incoming trainees for all surgical service trainees. Liaison between Surgical Service and trainee home institution. Compile / Maintain monthly and quarterly reports Coordinates with Education Office on completion Affiliation Agreements (AA) and Program Letters of Agreement (PLA's) as needed and ensuring that existing AA's and PLA's are up to date. Timekeeper and Lead TMS Administrator for Surgical Service Personal Identity Verification (PIV) Manager / Sponsor : regarded as subject matter expert in processing current and new employees, residents, and trainees with becoming badged according to current guidelines. Key Control : Primary approved requestor of keys for the Surgical Service. Responsible for training and coordinating with the responsible person in each service line that utilizes residents, fellows, and / or trainees. Responsible for collecting, reviewing, and compiling call schedules for all sections within Surgical Service. Responsible for working with Site Directors on yearly and monthly orientation including but not limited to sending of invitation, coordination of space, meeting minutes, tracking attendance, and scheduling presenters. Update and edit program policy manuals, procedure manuals, and recruitment materials, as requested by Site Directors. Perform data management, tracking and reporting functions utilizing excel databases, including accreditation databases and alumni survey data, as directed. Enter and track ePas and YourIT requests Prepare for, organize, and participate in accreditation site visits. Assist the VA Site Directors on an ongoing basis to ensure that the internship and fellowship program maintain compliance with guidelines from VHA's Office of Academic Affiliations, and the accreditation requirements. Process paperwork for incoming interns and fellows, including onboarding paperwork, TQCVL forms, Computer and PIV badge access, and MTT training requirements. Work Schedule : Monday - Friday, 8 : 00am - 4 : 30pm Telework : At supervisor's discretion, 1-2 days per pay period Virtual : This is not a virtual position Position Description / PD# : Program Specialist / PD92190O Functional Statement # : PD92190O Relocation / Recruitment Incentives : Not Authorized Permanent Change of Station (PCS) : Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12 / 31 / 1959 You may be required to serve a probationary period Subject to background / security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications In order to qualify for this position, you must meet the following requirements within 15 calendar days of the closing date listed on the announcement : 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-7 position you must have served 52 weeks at the GS-5. 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. For a GS-9 position you must have served 52 weeks at the GS-7. 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. For a GS-11 position you must have served 52 weeks at the GS-9. 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. 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 : All 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. Applicants who were previously selected under a Competitive Delegating Examining Office (DEO) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service. GRADE DETERMINATION : You may qualify based on your experience as described below : GS-7 Specialized Experience : You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to : Experience as a Medical Support Assistant (MSA), Medical Administrative Assistant (MAA), AOD or Supervisor of these positions. Experience as an MSA / MAA with aspects of the VSE (Vista Scheduling Enhancement) AND VISTA scheduling systems for both Primary Care and Specialty Clinical utilizing methods. Experience in training new MSA's, to include scheduling using VSE, consult management, recall reminder system, Insurance Scanning (ICB), and Beneficiary Travel. OR Education : One (1) full year of graduate level education or Superior Academic Achievement. OR Experience / Education Combination : a combination of experience and education. GS-9 Specialized Experience : You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to : Expert experience as a MSA, MAA, AOD or Supervisor of these positions. Expert experience as an MSA / MAA with aspects of the VSE (Vista Scheduling Enhancement) AND VISTA scheduling systems for both Primary Care and Specialty Clinical utilizing methods. Very experienced in training new MSA's, to include scheduling using VSE, consult management, recall reminder system, Insurance Scanning (ICB), and Beneficiary Travel. OR Education : master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree. OR Experience / Education Combination : a combination of experience and education. 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. Examples of specialized experience would typically include, but are not limited to : analyzing work processes, evaluating overall program operations, oversight of administrative and human resources requirements, identifying complex administrative problems and developing solutions, developing reports, analyzing and summarizing data, maintaining and monitoring data and making recommendations based on analysis of data, maintaining computerized databases or information tracking systems, collecting, compiling, and organizing information, and using computer systems or applications to access, create, edit, or retrieve data. OR Education : Ph.D. or equivalent doctoral degree or three full years of progressively higher-level graduate education leading to such a degree or LL.M. if related to the work of this position. (Transcripts must be submitted). OR Experience / Education Combination : a combination of education and experience to qualify at the GS-11 level. NOTE : A transcript must be submitted with your application if you are basing all or part of your qualifications on education You will be rated on the following Competencies for this position : Customer Service : Works and communicates with clients and customers to satisfy their expectations. Database Administration : Knowledge of principles, methods, and tools for automating, developing, implementing, or administering database systems. Administration and Management : Knowledge of planning, coordination, and execution of business functions, resource allocation, and production. Creative Thinking : Develops new insights into situations and applies innovative solutions to make organizational improvements; designs and implements new or cutting-edge programs / processes. Capacity Management : Knowledge of the principles and methods for monitoring, estimating, or reporting actual performance or the performance capability of information systems or components. 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; etc.). 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. 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. Physical Requirements : The work is primarily sedentary, although it also involves occasional movement throughout and between facilities. The work involves regular use of a computer and other electronic office equipment. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education NOTE : 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 VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being. Receiving Service Credit or 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. Special Employment Consideration : VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and / or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal / 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 This job opportunity announcement may be used to fill additional vacancies.