Supervisory Program Specialist

Veterans Health Administration • Cincinnati, OH

9d • Onsite

About The Position

This position is in Primary Care Service at the Cincinnati Department of Veterans Affairs and has first-line responsibility for several primary care programs. The incumbent serves as the Supervisory Program Specialist over scheduling supervisors at all locations and is responsible for the overall management of Veterans’ scheduling processes. The role reports directly to the CBOC Administrator and, during that official’s absence, to the Administrative Officer.

The position oversees scheduling operations across the Primary Care main campus clinic, Women’s Health clinic, OEF/OIF, Employee Health, and six outpatient clinics. It provides direct administrative oversight to five GS-0679-08 Supervisory Medical Support Assistants, ensuring compliance with the National Scheduling Directive and applicable VHA scheduling policies. The incumbent helps meet Primary Care access measures, monitors program performance, and develops plans for ongoing improvement.

The specialist collaborates with the Group Practice Manager and works closely with Primary Care leadership and other stakeholders to review, interpret, compile, and disseminate performance data. The position also contributes to facility and network initiatives involving growth, access, quality patient care, and customer service; helps formulate and implement clinic administrative policies; supports resource planning and budget estimates; and ensures scheduling staff complete required training.

The work schedule is Monday through Friday, 7:00 a.m. to 3:30 p.m. Eastern Time. Telework may be authorized on an ad hoc basis; eligibility is discussed during the interview. This is not a virtual position. The selectee may be promoted to the full performance level without further competition after meeting applicable regulatory, qualification, and performance requirements.

Requirements

• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Must undergo a background/security investigation and complete the 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 or two-year trial period, as applicable.
• For GS-9, one year of specialized experience equivalent to at least GS-7 is required, or qualifying graduate education or a combination of experience and education.
• For GS-11, one year of specialized experience equivalent to at least GS-9 is required, or qualifying doctoral-level education or a combination of experience and education.
• Specialized experience examples include interpersonal and relationship-building skills; independent work, organization, planning, and prioritization; analytical and evaluative skills; knowledge of management principles and administrative practices; interviewing skills; ability to operate computers and office and telecommunication equipment; proficiency with Excel, PowerPoint, and Microsoft Word; knowledge of the Privacy Act and medical-record confidentiality rules; and ability to analyze medical-record information and abstract meaningful data.
• Current and certain former Federal employees must meet applicable time-in-grade requirements: 52 weeks at GS-7 for GS-9, or 52 weeks at GS-9 for GS-11.
• Applicants must meet requirements by the announcement closing date of October 30, 2026.
• The work is primarily sedentary, with possible walking, standing, bending, and carrying light items; the incumbent must handle emergency situations and remain calm under stress.

Responsibilities

• Manage the scheduling processes for Veterans across Primary Care programs.
• Provide direct administrative oversight to five GS-0679-08 Supervisory Medical Support Assistants and ensure compliance with the National Scheduling Directive.
• Oversee day-to-day scheduling activities at the Primary Care main campus clinic, Women’s Health clinic, OEF/OIF, Employee Health, and six outpatient clinics.
• Support efforts to meet Primary Care access measures.
• Collaborate with the Group Practice Manager to formulate and interpret reports.
• Work with Primary Care leaders and partners to collate and disseminate performance measures.
• Review and analyze data, attend access meetings, and devise improvement plans.
• Compile and report performance measures and ensure tasks and reports meet deadlines.
• Ensure scheduling activities comply with VHA scheduling policies and staff complete mandatory outpatient scheduling training.
• Track and review data, generate reports evaluating program quality, efficiency, and effectiveness, and develop ongoing improvement plans.
• Take a leading role in facility and network initiatives related to growth, access, quality patient care, and customer service.
• Advise on program needs and help ensure effective use of space, equipment, staff, and funds; develop alternative courses of action to improve patient care.
• Formulate administrative policies for internal clinic management and coordinate distribution and implementation of directive materials.
• Identify areas requiring attention and recommend and coordinate courses of action with the CBOC Administrator.
• Serve as an active member of the Primary Care Management team and keep the CBOC Administrator informed of matters requiring attention or action.
• Use delegated authority to accomplish assigned programs and responsibilities and effectively utilize allocated manpower resources.
• Assist in projecting annual budget estimates for medical administration operations, including staffing, equipment, and supplies.
• Perform other duties as assigned.

Benefits

• Federal employees and their families have access to a comprehensive benefits package.
• Selected applicants may request prior work or military service credit toward annual leave accrual; approval is not guaranteed and must occur before appointment.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed