Program Specialist

Summary

The Program Specialist (PS) for the Business Operations Service Line provides service-level administrative and operational support to the Business Manager located within the Community Clinics and serves as a primary technical advisor to administrative, clinical, and support staff across assigned services including Primary Care, Specialty Care, Administrative Medicine, and ancillary programs.

Duties

• Duties include but are not limited to: The Program Specialist ensures that the outcomes, guidelines, resources, accountability, and consequences are aligned with the administrative support of the care team's clinical, research and educational mission. The PS develops and implements reports intended to analyze and improve delivery of care, efficiency of administration, and reduction of cost. Reports include those requested by or developed for VISN and VACO administration. Further, the Program Specialist establishes processes in coordination with the Health System Specialist to train and validate complete medical record documentation, and ensure encounter form completion, as well as accurate encounter coding through accountability, education, and communication. Complete workload reporting results in optimal medical center reimbursement, medical cost containment, and recovery. The Program Specialist develops and sustains a training program to maintain provider accountability and complete workload reporting which encompasses the core values, mission, performance measures and directives of the VASLCHCS. The Program Specialist works with the Health System Specialist to analyze data, test theories, implement change and redesign clinical grids. The Program Specialist measures results, evaluates effectiveness, and standardizes improvements. The Program Specialist evaluates and improves processes and services in achieving desirable outcomes and utilizes collected data to improve CBOC clinic quality The PS is responsible for the education of Community Based Outpatient clinical staff in compliance issues and for the care team maintaining target levels of compliance parameters The PS designs studies, training programs, and organizational strategies for identifying opportunities to improve internal customer service and process quality. Auxiliary training for secure messaging, My HealtheVet, consult reconciliation, clinic profiles, unsigned notes and other process related problems is instituted. Works in conjunction with Primary Care, Medicine, Surgery, Mental Health, and Fiscal in order to maintain consistent performance by clinic staff and in support of accurate and timely patient records. Consults with technical experts to examine and analyze unusual or problem situations indicated by changes in program quality indicators. Performs in-depth research, analyzes operating contingencies and special situations. Assists technical managers and staff in developing process solutions The PS is the lead CBOC contact with HR and educates Primary Care leadership and staff on Human Resources Management practices in recruitment; staffing, classification, employee relations, pay and leave administration, training, and other Human Resources Management programs (performance appraisals, proficiencies, performance pay, and the Ongoing Professional Practice Evaluation) The incumbent develops, implements, and manages compliance monitoring programs to ensure adherence to VHA policies related to workload capture, provider productivity, documentation accuracy, scheduling standards, coding compliance, and electronic health record requirements. Routine audits are conducted to evaluate part-time and full-time provider utilization, encounter validation, clinic coding accuracy, and completeness of health record documentation. Using recognized quality improvement methodologies such as PDCA and FOCUS models, the incumbent designs and conducts performance studies to detect adverse quality trends or systemic inefficiencies. Results are compiled, analyzed, and presented to service-level leadership, VISN, and VACO stakeholders. Based upon findings, corrective action plans are developed and implemented to standardize best practices and enhance program performance. 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: Monday through Friday 8:00 a.m. to 4:30 p.m. 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#: Program Specialist/PD148040, PD148050, and PD148060 Relocation/Recruitment Incentives: Not authorized 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/10/2026. 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 - 7 position you must have served 52 weeks at the GS - 5. 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. The grade may have been in any occupation, but must have been held in the Federal service. 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. 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. 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: GS7 : You must have one year of experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of principles of management and organization, including administrative practices and procedures of organizations, such as those pertaining to areas of responsibility, changes of communication, delegations of authority, routing of correspondence. Knowledge of and skill in applying analytical and evaluative methods and techniques to analyze and assess programs and projects. Knowledge of the duties, priorities, attitudes, responsibilities, commitments, Policies and goals of the HRO and DHRO). Knowledge of Senior Leadership's views sufficient to enable the incumbent to perform duties such as prioritizing calendar appointments and development of material. Respond to routine inquiries concerning the VISN, program policies and interest in actions. Knowledge of the substantive programs as they relate to administrative functions. Thorough knowledge of the organizational structure of the VISN HR SSU, to facilitate administrative review and routing of correspondence. Knowledge and skill in operating personal computers, application software such as word processing. graphics, spreadsheet, electronic mail, and various office equipment. Skilled typist. Knowledge of travel requirements and documents, including a thorough knowledge of travel policies, processes, and procedures sufficient to create, review, edit, process, and trouble-shoot travel authorizations and vouchers. Knowledge of grammar, spelling, capitalization, and punctuation to prepare material in required formats. Ability to communicate effectively orally and in writing; ability to train and instruct staff in administrative procedures; ability to plan and organize work; ability to interpret and apply rules and regulations. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one (1) full year of graduate level education in an accredited college or university. Such education must demonstrate the knowledge, skills and abilities necessary to do the work of the Program Specialist. NOTE: A transcript or course listing must be submitted if you are basing all or part of your qualifications on education. Unofficial transcripts required. Applications submitted without this information will not be considered. OR, Superior Academic Achievement. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and successfully completion of 4-year course of study leading to a bachelor's degree qualification requirements for the grade level GS-07 GS-09: Specialized Experience: You must have one year of experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Analyzes and implements administrative programs; serves as an intermediate point of contact for operational data. Multi-clinic or service-line developmental projects and data trend analysis. Implementation of existing SOPs and evaluation of program effectiveness. Works with increased independence on specific program assignments. Analyzes audit findings to detect trends; assists in developing corrective action plans. Monitors patient volumes and access metrics; identifies gaps in encounter throughput. Manages master staff rosters; prepares pre/post recruitment documentation. Generates non-standard reports; performs analysis of workload trends and productivity. 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 from an accredited college or university; OR, two (2) full years of progressively higher level graduate education leading to such a degree; OR, an LL.B. or J.D., if related. NOTE: A transcript or course listing must be submitted if you are basing all or part of your qualifications on education. Unofficial transcripts required. . OR, Combination: Applicants may also combine education and experience to qualify at this level. Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements for the grade level GS-09. GS-11: Specialized Experience GS-11: Knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization Knowledge and technical skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity Skill in conducting detailed analyses of complex functions and work processes Interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations. Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M. if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond of a master's or equivalent graduate education may be used to qualify applicants for the GS-11 level. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Requirements

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.

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: 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/.

How to apply

Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/13055547. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 09/10/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit