Program Specialist

Veterans Health Administration • San Francisco, CA

1d • Onsite

About The Position

The Program Specialist provides administrative support to the designated Polytrauma Support Clinic Team Director and the Neurology and Rehabilitation Service at the San Francisco VA Medical Center. The role supports the Polytrauma Support Clinic Team (PSCT), Spinal Cord Injury (SCI), the Acute Stroke Program, and the Neurology Quality Improvement Program. The incumbent serves as Program Coordinator for the PSCT, a multi-service program supporting Operation Enduring Freedom/Operation Iraqi Freedom (OEF/OIF) veterans and Department of Veterans Affairs traumatic brain injury (TBI) initiatives.

The position coordinates program activities, reporting, meetings, patient scheduling, data collection and analysis, and quality-improvement efforts. It supports interdisciplinary TBI care coordination and maintains program records and databases. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. This is not a virtual position.

Requirements

• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Must meet applicable background and security investigation requirements and complete online onboarding and pre-employment identification requirements.
• Must participate in the seasonal influenza vaccination program as a condition of employment.
• Must serve a one-year probationary period or two-year trial period, as applicable.
• For GS-09 qualification through experience: one year of specialized experience equivalent to at least GS-07, including relevant analytical techniques; communication of findings and recommendations; record-keeping and file maintenance; database maintenance and statistical analysis; spreadsheet development and analysis; workload distribution; and work in team and individual settings.
• Applicants may alternatively qualify through two years of progressively higher-level graduate education, a master's or equivalent graduate degree, or an LL.B. or J.D. in a related field, with transcripts submitted.
• Applicants may alternatively combine qualifying specialized experience and graduate education beyond the first year (18 semester hours) of graduate study.
• Current or former federal employees subject to time-in-grade rules must meet the GS-09 requirement of 52 weeks at GS-07 and provide supporting SF-50 documentation.
• Competencies include accountability, administration and management, attention to detail, computer skills, customer service, decision making, flexibility, integrity/honesty, interpersonal skills, learning, managing and organizing information, reading comprehension, reasoning, self-management, stress tolerance, and teamwork.
• Work requires no special physical demands, though it may involve some walking, standing, bending, or carrying light items.

Responsibilities

• Meet VISN and VHA reporting requirements and acquire knowledge of the National Polytrauma Network Program and VISN 21 Polytrauma Network activities.
• Liaise with OEF/OIF integrated clinics and other SFVA and VISN 21 programs.
• Attend virtual and on-site clinic, administrative, program, and project meetings; record agreements, action steps, and outcomes in program minutes.
• Attend VISN conferences related to Polytrauma Network functions and represent SFVA by entering and reviewing data, analyzing findings, making recommendations, and troubleshooting problems.
• Arrange Polytrauma Interdisciplinary Team conferences twice a month and present care coordination issues relating to patient appointments and care.
• Take notes and enter information into the TBI Instrument database and each patient's Rehabilitation and Reintegration Plan, including assessments, interdisciplinary treatment evaluations, goals, follow-up plans, and other required information.
• Conduct special studies and customer-service rounds; identify and address systemic difficulties and report findings and recommendations in requested formats.
• Attend TBI clinic reviews, identify potential problem areas, and recommend improvements to coordination and communication among clinical providers, nursing, medical administration, and the business office.
• Work with the PSCT Director and Administrative Officer to analyze available data, identify performance trends, propose scheduling changes to improve efficiency, and develop data-collection mechanisms as requested by service leadership.
• Coordinate PSCT patient schedules across several TBI clinics using VISTA/CPRS; track metrics and trends, analyze data workflows, and monitor quality improvement.
• Analyze scheduling trends and maintain FTEE, clinic slots, or scheduling arrangements; ensure the TBI process for locating, scheduling, and evaluating patients meets performance-measure guidelines.
• Maintain the TBI activities database monitored by ACO and advise the PSCT Director on cumulative SFVA OEF/OIF polytrauma performance.
• Collect and analyze data on patient waiting times, scheduling issues, no-shows, and cancellations; recommend action plans to the PSCT Director.
• Maintain educational materials about TBI.
• Organize VTEL TBI evaluations for patients unable to travel to SFVA for assessment, evaluation, or treatment.
• Assist with travel associated with the PSCT Program and perform other related duties as assigned.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific benefit eligibility depends on position type and other factors.

What This Job Offers

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