Program Specialist - Primary Care Clinic

Veterans Health Administration • Louisville, KY

1d • Onsite

About The Position

The Program Specialist provides key administrative and operational support within the Primary Care Service Line at the Robley Rex VA Medical Center in Louisville, Kentucky. The role supports efficient clinic operations and compliance with VA policies, standards, and regulatory requirements through program coordination, data management, workflow support, project oversight, research, performance tracking, and analytical assistance.

The position supports leadership and clinic teams across a multisite clinic structure, helping maintain continuity of service delivery and coordinating communication between geographically distributed locations. It assists with planning, organizing, developing, directing, and assessing clinic operations and with implementing and evaluating program processes aligned with service objectives and regulatory requirements.

The position is primarily sedentary, based in an office, and includes regular computer use and extended sitting. Some movement among offices, clinical areas, meeting spaces, and community-based outpatient clinics is required to support staff and operational needs. The position is not virtual; the employee must live within or be willing to relocate within commuting distance of the duty location. Ad-hoc telework may be authorized, with eligibility discussed during the interview.

Requirements

• One year of specialized experience equivalent to the next lower grade level (GS-7) in the Federal service, providing administrative and operational support for a clinical program or health care delivery system. Qualifying examples include scheduling and workflow coordination, quality control involving patient complaints, clinic waiting times or access issues, and data management; OR
• A master's degree or equivalent graduate degree, or two full years of progressively higher-level graduate education leading to such a degree; OR
• A combination of the qualifying specialized experience and graduate education described above. A transcript is required when education is used to qualify.
• Must be a U.S. citizen.
• Must complete the application, questionnaire, and required online assessment.
• Selective Service registration is required for males born after December 31, 1959.
• Must complete a background/security investigation and online onboarding process.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs health care personnel.
• Must serve a one-year probationary period.
• Must live within or be willing to relocate within commuting distance of the duty location.

Responsibilities

• Provide administrative and operational support for clinical programs.
• Coordinate activities across multiple functional areas and locations.
• Assist with planning, organizing, developing, directing, and assessing clinic operations.
• Assist in planning, implementing, and evaluating program processes to align with service objectives and regulatory requirements.
• Manage day-to-day administrative tasks, including documentation, reporting, scheduling, communication tracking, and workflow optimization.
• Support acquisition of supplies, equipment, and services for the medical center and assist in developing plans for effective clinic space utilization.
• Review requests for medical and office supplies, expendable and non-expendable equipment, building issues or requests, and security concerns, and notify appropriate leadership channels.
• Collaborate with facility colleagues and act as an extension of leadership to resolve patient care issues, including complaints, clinic waiting times, missed opportunities, and clinic access.
• Coordinate data validation programs.
• Perform research, track performance indicators, support program integrity, oversee outpatient clinic services, and assist with continuous improvement activities.
• Perform other related duties as assigned.

Benefits

• Federal employees and their families have access to a comprehensive benefits package.
• Selected applicants may qualify for credit toward annual leave accrual based on prior work or military service, subject to request and approval before appointment.

What This Job Offers

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