Management & Program Analyst

Veterans Health Administration • Cincinnati, OH

16d • Hybrid

About The Position

The Cincinnati VA Medical Center is seeking a Management & Program Analyst to support its Medical Service, a multidisciplinary clinical service with 14 sections. The analyst works with the Office of the Chief of Medicine administrative staff, section chiefs, and other internal and external partners to address regulatory concerns and streamline operations. The position organizes, monitors, and plans complex day-to-day administrative operations across the service.

The role supports labor mapping, physician time and attendance, clinical goals, staffing and human resources operations, fiscal and budget management, procurement, and continuous process improvement. The analyst provides data, projections, and analysis to support section operations and decisions; monitors compliance and processing timelines; administers and tracks service financial accounts; and leads process-improvement efforts. The selectee may be promoted to the full performance level without further competition when regulatory, qualification, and performance requirements are met. Selection at a lower grade does not guarantee promotion.

Requirements

• For GS-09, one year of specialized experience equivalent to GS-07, including knowledge of planning, coordinating, and executing business functions, resource allocation, and production; knowledge of database management systems and software; and broad knowledge of hospital organization, mission, functions, and values to improve healthcare delivery using systems engineering principles and methods.
• For GS-09, qualifying education may substitute for experience: a master's or equivalent graduate degree, two full years of progressively higher-level graduate education, or a related J.D. Transcripts are required when qualifying through education.
• For GS-09, a combination of specialized experience and education beyond the first year of graduate-level education may qualify; transcripts are required.
• For GS-11, one year of specialized experience equivalent to GS-09, including knowledge of contracts and federal acquisition requirements, contract negotiation and administration, analytical and evaluative methods, applicable laws and policies, organizational issues and operations, and the ability to work and solve problems independently.
• For GS-11, qualifying education may substitute for experience: a Ph.D. or equivalent doctoral degree, three full years of progressively higher-level graduate education leading to such a degree, or a related LL.M. Transcripts are required when qualifying through education.
• For GS-11, a combination of specialized experience and education beyond two years of graduate-level education may qualify; transcripts are required.
• Current or former federal employees subject to time-in-grade requirements must meet the applicable requirement by the announcement closing date: 52 weeks at GS-07 for GS-09, or 52 weeks at GS-09 for GS-11; supporting SF-50 documentation is required.
• Must be a U.S. citizen and complete all application steps, including the online assessment.
• Applicants tentatively selected for a testing-designated VA position are subject to urinalysis for illegal drug use; refusing testing results in denial of employment.
• Males born after December 31, 1959, must meet Selective Service registration requirements.
• Selected applicants must complete a background/security investigation and online onboarding, and provide acceptable identification for pre-employment requirements.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
• Must serve a one-year probationary period or two-year trial period, as applicable.
• Education used to qualify must be from an institution recognized by the U.S. Department of Education; foreign education requires a Certificate of Foreign Equivalency with the transcript.
• Applicants seeking credit for qualifying part-time experience must specify duties, responsibilities, and hours worked per week.

Nice To Haves

• Experience supporting clinical service-line workforce and human resources operations, including staffing, position management, recruitment, or related HR functions in a healthcare or clinical environment.
• Data analysis experience, including collecting, organizing, interpreting, and reporting workforce, operational, or program data to support decision-making.
• Experience with fiscal, procurement, and contracting processes, including budget tracking, purchasing, or acquisition support.
• Federal Acquisition Certification for Contracting Officer's Representatives (FAC-COR) Level 1 certification or higher.

Responsibilities

• Provide data and projections to support clinical and administrative planning and section labor mapping; review labor mapping and recommend needed changes at least quarterly.
• Serve as the first-level leave approver and certify employee timecards in each section when the official supervisor is absent; ensure timecards are complete and accurate.
• Guide Medical Service Program Assistants in establishing and maintaining Physician MSLE; review new submissions before technical review and conduct spot checks of renewals.
• Provide section chiefs with data and analysis to set section and employee performance goals and to support efficient clinical operations and safe, effective patient care.
• Respond to data requests and work with section chiefs to identify data needs for high-quality clinical operations.
• Assist with gathering, interpreting, and trending data for Focused/Ongoing Professional Practice Evaluations and Point of Care reviews.
• Coordinate with section chiefs and supervisors to meet employee performance evaluation and proficiency processing timelines.
• Work with section chiefs to monitor clinical access and operations for effectiveness.
• Evaluate program needs and provide data-driven staffing analyses to Medical Service supervisors; support business planning and proposals for new FTE.
• Support salary recommendations for incoming physicians through the Market Pay Review and Analysis process; complete initial reviews for new physicians and ensure renewal reviews are processed timely, with spot checks of renewals.
• Review section-level telework agreements annually and ensure agreements are in place for teleworking staff.
• Review HR reporting data annually to confirm employees are aligned under the correct supervisor and vacant positions have recruitment plans.
• Administer separate Medical Service program financial accounts, including service and grant funding; track and monitor spending in fund control points.
• Monitor section training and travel needs and summarize needs for the annual budget.
• Monitor equipment needs not reflected in the facility equipment plan and ensure requests are documented.
• Serve as control point official by certifying invoices and purchase card expenditures; track and maintain expense records.
• Oversee and track obligations and expenditures through procurement and contracting; verify them promptly against the financial plan, regulatory controls, and obligated amounts.
• Drive continuous process improvement within the sections, maintain familiarity with process-improvement methodology, and serve as a project lead for improvements.
• Balance continuity and improvement, adjusting processes to meet the needs of patients and staff.

Benefits

• Comprehensive federal employee benefits package; employees and their families have access to a range of benefits. Eligibility depends on position type, including full-time, part-time, or intermittent status.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level