Program Specialist - Research Administration

Veterans Health Administration•West Haven, CT

5d•Onsite

About The Position

The Program Specialist is assigned to Research Service at the VA Connecticut Healthcare System in West Haven, Connecticut, and works under the direction of the Supervisory Administrative Officer. The position supports the administrative and operational functions of Research Service. This is not a virtual position; the employee must live within or be willing to relocate within commuting distance of the duty location. The position may be authorized for ad-hoc telework, with eligibility discussed during the interview process. The employee manages personnel appointments and agreements, supports onboarding and orientation, prepares and analyzes administrative data and management reports, and helps improve administrative systems and processes. The role also coordinates agreements with research personnel and partner organizations, maintains records and SharePoint resources, communicates with the research community, and assists with departmental events. The regular work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The work is primarily sedentary and typically performed in an office setting, although some slight physical effort may be required. Applicants must meet the specialized experience requirement, or qualify through graduate education or a combination of education and experience. The role requires one year of specialized experience equivalent to at least the GS-9 level, or a related doctoral degree, three years of progressively higher-level graduate education leading to a doctoral degree, an LL.M. if related, or an acceptable combination of education and experience. A transcript is required when education is used to qualify.

Requirements

U.S. citizenship.
One year of specialized experience related to the position, equivalent to at least the GS-9 level in the Federal service. Specialized experience includes research program or project administration; personnel agreements and contracted appointments; databases and systems; employee communications; issue analysis and recommendations; and management reports.
Alternatively, a related 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.; qualifying education must demonstrate the necessary knowledge, skills, and abilities.
A combination of qualifying graduate education and experience may be used to meet the qualification requirements.
Submit a transcript if relying on education to qualify.
Complete the application, questionnaire, and required online assessment.
Register for Selective Service if applicable to males born after December 31, 1959.
Successfully complete a background/security investigation and required online onboarding.
Meet applicable identification requirements for pre-employment processing.
Participate in the seasonal influenza vaccination program as a Department of Veterans Affairs Health Care Personnel requirement.
Serve a one-year probationary period.
Live within or be willing to relocate within commuting distance of the duty location.

Responsibilities

Manage Without Compensation (WOC), Interagency Personnel Agreement (IPA), and contracted personnel appointments under the direction of the Administrative Officer.
Review non-VA-paid appointment documentation prepared by program support specialists for accuracy and completeness before submission to Human Resources.
Coordinate with affiliate universities to collect and verify IPA documents for new, extended, modified, and terminated agreements.
Verify funding availability for IPA agreements as directed by the Administrative Officer.
Direct Research Service orientation for non-VA-paid employees and onboard contractors through approved methods.
Produce, analyze, and distribute management reports using information from various sources and existing databases.
Create and implement methods for administrative data retrieval and assessment.
Train staff and troubleshoot administrative and business processes.
Analyze databases and systems for consistency, errors, and patterns, and verify that administrative data meets quality requirements.
Maintain a comprehensive tracking system for VA-appointed personnel.
Analyze management methods, implement administrative improvements based on internal reviews, and collaborate with management to resolve issues and recommend departmental improvements.
Oversee the development, coordination, and tracking of agreements with research personnel, internal departments, affiliated academic institutions, the affiliated research nonprofit, and pharmaceutical companies.
Maintain and dispose of records in accordance with applicable policies.
Write, edit, and distribute newsletters and other materials to inform and engage audiences.
Maintain and update SharePoint sites containing newsletters, standard operating procedures, and operational memos for the research community.
Assist in coordinating departmental events, including research seminars, research town halls, and the national annual VA Research Week event.
Perform other related duties as assigned.