Health System Specialist

Veterans Health Administration • Cincinnati, OH

3d • Onsite

About The Position

The Cincinnati VA Medical Center is hiring a Health System Specialist to provide technical and administrative support to the Health Professions Education Office (HPEO). The role supports HPE programs through affiliation agreements, trainee qualifications and credentials letters (TQCVLs), program letters of agreement (PLAs), customer service for health professions trainees (HPTs) and affiliate staff, and HPT onboarding and offboarding.

The specialist coordinates trainee onboarding and offboarding, verifies information and qualifications before appointment, facilitates TQCVL completion and approval, and helps affiliate staff navigate relevant information sources. The role maintains databases and coordinates access, security, training, and IT account services for trainees. It also troubleshoots process and systems issues, prepares reports and management information, and provides training materials to education leaders, clinical supervisors, and academic affiliates.

The position also supports program administration, outreach, and development. This includes synthesizing information from VA and other electronic systems; maintaining relationships with academic, accreditation, healthcare, government, and professional organizations; conducting process-improvement projects; and preparing executive briefings, reports, and other official documents. The specialist researches and communicates policies and controls supporting HPE program accreditation, and develops studies, evaluations, needs assessments, and other materials to support performance goals and reporting requirements.

The position is not virtual. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The work is usually sedentary, with periods of walking, standing, bending, or climbing and occasional carrying of light items. The position may be filled at the GS-09 or GS-11 level, with promotion potential to the full performance level subject to requirements.

Requirements

• U.S. citizenship is required.
• Applicants must meet applicable qualification requirements by the announcement closing date, October 30, 2026.
• Current or former federal employees subject to time-in-grade rules must meet the applicable requirement: 52 weeks at GS-07 for GS-09 consideration or 52 weeks at GS-09 for GS-11 consideration.
• Meet the individual occupational requirement through qualifying education in hospital administration, public health administration, or a related field with healthcare administration coursework; qualifying specialized health-care experience; or the specified agency-sponsored training program for in-service placement.
• For GS-09 consideration, have one year of specialized experience equivalent to GS-07, or qualifying graduate education, or an allowable combination of education and experience.
• For GS-11 consideration, have one year of specialized experience equivalent to GS-09, or a qualifying doctoral degree/graduate education, or an allowable combination of education and experience.
• Specialized experience must include relevant health-care analytical, administrative, clinical management, or supervisory work and knowledge of healthcare delivery systems, regulatory and credentialing standards, and government, agency, and facility administrative systems and requirements.
• Submit transcripts if education is used to meet qualification requirements.
• Complete the application, questionnaire, and required online assessment.
• Applicants tentatively selected for a testing-designated position are subject to urinalysis before appointment; refusal results in denial of employment.
• Male applicants born after December 31, 1959, must meet Selective Service registration requirements.
• Selected applicants must complete onboarding and provide acceptable identification for pre-employment requirements.
• Participation in the VA seasonal influenza vaccination program is required for Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.
• The work does not inherently require physical abilities that cannot be performed with accommodation or workplace adjustment.

Responsibilities

• Monitor and manage onboarding and offboarding activities for health professions trainees, ensuring applicable VA, affiliate-program, and federal employment requirements are addressed.
• Facilitate and validate information for trainee qualifications and credentials letters (TQCVLs), expedite approval, and verify information before trainee appointments.
• Train and guide affiliate staff in completing TQCVLs and using information sources such as the National Practitioner Data Bank, List of Excluded Individuals and Entities, and Selective Service System.
• Maintain VA and local databases containing information about trainee records, training, security background, academic programs, VA transfers, pharmacy prescribing authorization, and licensure.
• Coordinate onboarding and offboarding services, including PIV sponsorship, fingerprinting, TMS accounts, electronic medical record access, and IT network accounts.
• Troubleshoot individual problems and systems issues, develop solutions, and collaborate across teams while prioritizing competing work.
• Coordinate with VA security, human resources, IT, electronic health record modernization, and other offices involved in HPT program processes.
• Produce data and reports, including information about trainees processed, issues encountered, and annual OAA reporting.
• Provide training and educational materials or tools for education leaders, clinical supervisory staff, and academic affiliates.
• Collect and synthesize data from VA and other electronic systems and data sources relevant to HPE program administration.
• Build and maintain working relationships with academic and accreditation organizations, civilian medical facilities, government agencies, and professional societies.
• Conduct special projects and performance or process improvement work, using qualitative and quantitative methods to measure program utilization, efficiency, and productivity.
• Prepare executive briefings, decision or white papers, reports, and other official communications or publications; maintain electronic records in accordance with applicable records and information-security requirements.
• Research, develop, and communicate policies, procedures, and institutional controls supporting HPE program accreditation.
• Develop studies and evaluations addressing suspense items, accreditation standards, needs assessments and surveys, white papers, academic presentations, grant proposals, and OAA reporting requirements.

Benefits

• Federal employee benefits package; specific benefits depend on position type and eligibility.
• Potential annual-leave accrual credit for job-related non-federal experience or active-duty uniformed military service, subject to approval before appointment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed