Program Specialist

Veterans Health Administration•Salt Lake City, UT

5h•Onsite

About The Position

The Program Specialist works in the Department of Veterans Affairs, Veterans Health Administration, at the VA Medical Center in Salt Lake City, Utah, within Surgery Service. The role provides staff support and assistance to the Chief of Surgery and the Administrative Officer of Surgery. The position may be filled at GS-7 or GS-9, with promotion to the full performance level possible without further competition when regulatory, qualification, and performance requirements are met. Selection at a lower grade does not guarantee promotion. The specialist supports Surgery Service specialty programs and sections by monitoring program quality, efficiency, and effectiveness; maintaining policies and procedures; coordinating reviews, reports, and projects; and ensuring compliance with service and facility processes. The position collects and reviews clinical and administrative data, conducts research, develops tools and recommendations, and supports quality management and clinical oversight. It also maintains specialty call schedules, prepares quarterly VistA reports, manages clinic cancellations and restorations, oversees program supplies and records, and performs timekeeping duties. The regular work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m. Telework may be authorized; eligibility will be discussed during the interview. This is not a virtual position. Relocation and recruitment incentives are not authorized. Applicants must be U.S. citizens and meet applicable qualifications and federal employment conditions, including background/security review, influenza vaccination requirements, and a one-year probationary period or two-year trial period as applicable.

Requirements

U.S. citizenship.
Meet applicable federal time-in-grade requirements when applying as a current or former federal employee subject to those requirements.
GS-7 qualification: one year of specialized experience equivalent to at least GS-5, or qualifying graduate education, superior academic achievement, or a qualifying combination of education and experience.
GS-9 qualification: one year of specialized experience equivalent to at least GS-7, or a qualifying master's/equivalent graduate degree, two years of progressively higher-level graduate education, a related LL.B. or J.D., or a qualifying combination of education and experience.
At GS-9, specialized experience includes knowledge of agency and healthcare databases, computer processing equipment and programs, healthcare productivity dashboards, and Excel spreadsheets for researching, tracking, trending, and integrating data, developing access-plan recommendations, and preparing reports.
At GS-9, ability to prepare and deliver briefings to Surgery Service leadership on study findings and recommendations.
At GS-9, oral and written communication skills to disseminate information concerning staff and space utilization, appointment management, quality improvement, and clinical assessment data.
At GS-9, knowledge of quality assurance fact-finding techniques and ability to analyze and evaluate facts concerning unsatisfactory clinic or provider performance.
At GS-9, general knowledge of Federal and VA acquisition regulations concerning supplies, services, personal-services contracting, and Contracting Officer's Technical Representative authority.
Basic writing skills, including command of English grammar, and qualified-typist ability are required at GS-9.
Submit transcripts or course listings when relying on education to meet qualification requirements; education must be from an appropriately accredited institution. Foreign education requires a Certificate of Foreign Equivalency.
Complete the application, questionnaire, and required online assessment.
Register for Selective Service if applicable to male applicants born after December 31, 1959.
Complete required background/security review and online onboarding; provide acceptable identification for pre-employment requirements.
Participate in the seasonal influenza vaccination program as a condition of employment.
Serve a one-year probationary period or two-year trial period, as applicable.

Responsibilities

Guide and assist Surgery Service specialty programs and sections in establishing, monitoring, and tracking program quality, efficiency, and effectiveness.
Maintain and update policies and procedures.
Coordinate systematic reviews, internal management reports for program planning, and other assigned projects.
Maintain knowledge of program details, procedures, and processes to ensure compliance with service and facility requirements.
Arrange meetings, prepare reports, and prepare communications for Surgical and Anesthesiology Service leadership, facility personnel, and patients.
Acquire and develop program information and resource materials or personnel to support policy development and organizational technical activities.
Perform data collection and research, including file or database searches.
Monitor operating programs and recommend improvements to service efficiency and effectiveness.
Collect and review relevant clinical and administrative data to identify, quantify, and resolve organizational problems.
Use databases and registries to formulate tools supporting patient care, quality management, and clinical oversight.
Maintain call schedules for assigned specialty sections and provide quarterly VistA reports for those sections.
Process clinic cancellations and restorations promptly to avoid limiting patient access.
Maintain an orderly and adequate supply of program materials.
Maintain orderly file records and comply with regulatory requirements.
Serve as primary timekeeper for assigned Surgery Service sections and backup timekeeper for Anesthesiology Service.
Maintain accurate time-and-attendance and adjustable work-schedule systems for all staff.