Program Specialist

Summary The incumbent serves as the Program Specialist for Nursing Services which has several service lines which require support (GEC, Medicine, Mental Health, Specialty Services, Integrated Services, Women's Clinic and Professional Practice).

The purpose of the position is to direct and perform all administrative functions for the assigned service(s).

Responsibilities Works closely with the Associate Chief of Staff (ACOS) and the Associate Chief Nursing Service (ACNS) of the assigned service to ensure successful administrative operations.

Ensures that actions support the overall mission of the medical center and represent the collective interests of both physician and nursing personnel.

Serves as the business manager of the assigned service, working closely with administrative service chiefs throughout the medical center to ensure effective, efficient processes that meet regulatory requirements.

Keeps the ACOS and ACNS apprised of progress toward goals, provides recommendations regarding performance improvement, identifies areas of risk and provides status reports regarding the overall business operations of the service.

Develops, initiates, and implements administrative policies and procedures for facility-wide areas of responsibility. Participates in the development of strategic long-range plans for the service. Compiles and analyzes facts, develops plans, and performs extensive coordination.

Works closely with Business Practice (BP) to ensure strong communication, compliance with business practice regulations and provide administrative oversight for business operations within the service.

Oversees a variety of administrative functions in support of the business operations of the service including the distribution and dissemination of controlled correspondence, records management, publication and forms management, and data collection.

Develops information papers and correspondence on wide variety of administrative functions.

Serves as the primary COR that includes coordination, evaluation, and procurement packages of new equipment, supplies and contracts for Nursing service.

Must be familiar with VISTA, DSS, VSSC, SharePoint and various Microsoft Office application software including Outlook, Word, Excel, PowerPoint and Access.

Works closely with Human Resource Service to ensure strong communication, compliance with Office of Personnel Management (OPM) regulatory requirements.

Advises management officials, supervisors, and employees on the interpretation and application of a variety of human resources policies, practices, and procedures including staffing, benefits, classification, employee relations, and related areas.

Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines.

Ensures that service personnel folders are complete and that processes are in place for timely and accurate completion of competencies, proficiencies, and credentialing and privileging.

Prepares position descriptions (PDs), functional statements and information related to various position postings for administrative review and submission to Position Management Committee, entering requests and changes in MSS and updating and submitting organizational charts for review and approval.

Sets priorities and establishes schedules; evaluates performance, recommends promotions and awards; approves requests for leave; identifies training needs; keeps employees informed; provides counsel; takes and/or recommends disciplinary action as required.

Works closely with fiscal service to ensure strong communication, compliance with fiscal regulatory requirements and provide administrative oversight for fiscal responsibility within the service.

Reviews, submits and tracks all resource requests (budget, equipment, supplies) for the service. Maintains oversight of all fund control activity, travel budget requests, payroll (FTEE, overtime, unscheduled hours etc.) and contracting actions/reports. Ensures accuracy of DSS mapping and workload collection. Performs budget execution functions to ensure that expenditures are consistent with budget formulation plans as the fiscal year progresses. Manages the overall supply needs, services, material movement, and real property for the service(s).

Works closely with Facilities Management Service to ensure strong communication, compliance with regulatory requirements and provide administrative oversight for facilities management issues within the service.

Makes recommendations and directs actions involving major repairs and/or renovations when necessary to comply with environmental, fire and safety requirements.

Serves as the primary coordinator for space management for his/her assigned area of responsibility.

Works closely with Systems Redesign (SR) to ensure training and participation of service staff in SR activities and provide administrative oversight for Systems Redesign projects within the service.

Work Schedule:
Monday thru Friday 8:00 am to 4:30 pm Virtual: This is not a virtual position

Position Description/PD#:

Program Specialist/PD01648A Relocation/Recruitment Incentives:
Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS):

Not Authorized Financial Disclosure Report:
Not required 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 To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/23/2024. 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-12 position you must have served 52 weeks at the GS-11. 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.

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 Unit (DEU) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service.

You may qualify based on your experience as described below:

Specialized Experience:

You must have one year of specialized experience equivalent to at least the next lower grade GS-11 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 working with full range of functional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, and related administrative areas in order to ensure compliance with established policies, practices, procedures and controls; Experience managing administrative activities and the flow of information; Experience analyzing and measuring the effectiveness, efficiency, and productivity of administrative programs; Developing written and oral recommendations for improvement; Experience managing, planning, organizing and distributing workload; Experience coordinating administrative, clinical, or other service activities; Experience conducting data analysis and compiling data to generate reports You will be rated on the following Competencies for this position: Administration and Management Financial Management Managing Human Resources Customer Service 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; community; student; social).

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 sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical qualifications are required.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level.

Additional Information The 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 CTAP eligibility is on OPM's Career Transition Resources website at This job opportunity announcement may be used to fill additional vacancies.

Pursuant to VHA Directive , VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy).

VHA HCPs do not include remote workers who only infrequently enter VHA locations.

If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date.

The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

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.

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.

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