Program Specialist

Veterans Health Administration • West Palm Beach, FL

33d • Onsite

About The Position

West Palm Beach Healthcare System is looking for a Program Specialist which is located within Education Service. The position reports to the Chief, Employee Education Service, through the Associate Director for Patient Care Services (ADPCS). The position serves as a Program Support Specialist for Employee Education Service and is responsible for providing comprehensive administrative, fiscal, procurement, and program management support for facility-wide education and training programs. The Program Specialist performs a wide range of duties associated with planning, coordination, execution, and monitoring of educational resources and activities that support workforce development, mandatory training, continuing education (CE), continuing medical education (CME), and other organizational learning initiatives. They serve as the primary purchasing agent for facility education programs and is responsible for managing education-related procurement activities, processing training and educational payments, and administering purchase card transactions in accordance with federal acquisition regulations, VA policies, and fiscal accountability requirements. The position coordinates educational expenditures, monitors budget utilization, assists with budget analysis, and ensures educational programs operate within approved funding levels. Additional Duties Include But Not Limited To: Provides administrative and logistical support for conferences, workshops, meetings, and training events; maintains training and fiscal records required for audits, accreditation reviews, and leadership reporting; prepares and monitors reports and supporting documentation; and evaluates training resources and materials to ensure effective utilization of organizational funds. Requires knowledge of education program administration, budget execution, procurement procedures, records management, and analytical methods to support the effective management of Employee Education Service programs and resources. Provides comprehensive administrative, operational, and programmatic support for Employee Education Service (EES), serving as a key resource in the planning, coordination, implementation, and evaluation of facility-wide education and training programs. Coordinates and administers a broad range of educational activities, including continuing education (CE), continuing medical education (CME), mandatory training, workforce development initiatives, leadership development programs, and other learning activities designed to support organizational goals and employee competency requirements. Serves as the central point of contact for education and training activities, providing guidance and technical assistance to employees, supervisors, service chiefs, and program managers regarding training requirements, enrollment procedures, educational funding processes, and applicable policies. Coordinates training requests from multiple services and disciplines, reviews submissions for completeness and compliance, and tracks requests through approval and completion processes. Monitors and maintains education and training records within automated systems and databases to ensure the accuracy, integrity, and availability of data used for compliance reporting, accreditation reviews, audits, workforce planning, and leadership decision-making. Conducts periodic reviews of training records and reports to identify discrepancies, trends, deficiencies, or compliance concerns and recommends corrective actions as appropriate. Compiles, analyzes, and prepares recurring and ad hoc reports, statistical data, spreadsheets, briefing materials, and supporting documentation for leadership, accreditation surveys, fiscal audits, program evaluations, and regulatory reviews. Assists in evaluating the effectiveness of educational programs by collecting and analyzing participation data, completion rates, and other performance metrics to support continuous process improvement and organizational learning objectives. Coordinates administrative and logistical support for educational meetings, conferences, workshops, and training events, ensuring required documentation, materials, schedules, communications, and reporting requirements are completed accurately and within established timeframes. Maintains working knowledge of applicable VA policies, accreditation standards, regulatory requirements, and educational program guidelines to ensure compliance and effective program administration. Assigned as the TMS domain back up coordinator. Performs a wide range of fiscal management, budget administration, and resource management functions in support of Employee Education Service (EES) programs and activities. Executes, tracks, and monitors education program budgets and funding allocations to ensure the effective utilization of financial resources in support of facility-wide training, workforce development, continuing education (CE), continuing medical education (CME), and other organizational learning initiatives.

Requirements

• Must be a U.S. Citizen.
• Selective Service Registration is required for males born after 12/31/1959.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable forms of identification will be required to complete pre-employment requirements.
• 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).
• Must serve a 1-year probationary period or 2-year trial period.
• 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-9 position you must have served 52 weeks at the GS-7.
• One year of specialized 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: providing comprehensive administrative, fiscal, procurement, and program management support for facility-wide education and training programs; Planning, coordination, execution and monitoring of educational resources and activities that support workforce development, mandatory training, continuing education, continuing medical education education, and other organizational learning initiatives; Primary purchasing agent for facility education program; administering purchase card transactions in accordance with federal acquisition regulations, VA policies, and fiscal accountability.
• Knowledge of education program administration, budget execution, procurement procedures, records management, and analytical methods.
• Knowledge of the principles, procedures, and tools of data management.
• Knowledge of the principles and practices of budget administration and analysis.

Nice To Haves

• Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related.
• Combination of specialized experience and education beyond 1 year of graduate level education.

Responsibilities

• Provides administrative and logistical support for conferences, workshops, meetings, and training events.
• Maintains training and fiscal records required for audits, accreditation reviews, and leadership reporting.
• Prepares and monitors reports and supporting documentation.
• Evaluates training resources and materials to ensure effective utilization of organizational funds.
• Coordinates and administers a broad range of educational activities, including continuing education (CE), continuing medical education (CME), mandatory training, workforce development initiatives, leadership development programs, and other learning activities.
• Serves as the central point of contact for education and training activities, providing guidance and technical assistance to employees, supervisors, service chiefs, and program managers regarding training requirements, enrollment procedures, educational funding processes, and applicable policies.
• Coordinates training requests from multiple services and disciplines, reviews submissions for completeness and compliance, and tracks requests through approval and completion processes.
• Monitors and maintains education and training records within automated systems and databases.
• Conducts periodic reviews of training records and reports to identify discrepancies, trends, deficiencies, or compliance concerns and recommends corrective actions.
• Compiles, analyzes, and prepares recurring and ad hoc reports, statistical data, spreadsheets, briefing materials, and supporting documentation for leadership, accreditation surveys, fiscal audits, program evaluations, and regulatory reviews.
• Assists in evaluating the effectiveness of educational programs by collecting and analyzing participation data, completion rates, and other performance metrics.
• Coordinates administrative and logistical support for educational meetings, conferences, workshops, and training events.
• Maintains working knowledge of applicable VA policies, accreditation standards, regulatory requirements, and educational program guidelines.
• Assigned as the TMS domain back up coordinator.
• Performs a wide range of fiscal management, budget administration, and resource management functions in support of Employee Education Service (EES) programs and activities.
• Executes, tracks, and monitors education program budgets and funding allocations.

Benefits

• 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 military service experience.
• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.

What This Job Offers

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