Supervisory Program Specialist

Veterans Health Administration • Milwaukee, WI

12d • Hybrid

About The Position

This Supervisory Program Specialist (Clinical Administrative Specialist) position is in the Surgical Care Division at the Clement J. Zablocki Medical Center, Milwaukee, Wisconsin, a Level 1a Complexity VHA facility. The Division spans 11 subdivisions covering diverse patient-care delivery modalities, programs, and surgical subspecialties. The position supports clinical operations through supervisory leadership, analysis of operational data, and recommendations to improve efficiency, effectiveness, and continuous improvement.

The incumbent coordinates daily operations across the Division, manages personnel and workforce needs, and conducts studies of management processes, systems, work methods, and administrative support systems. The role interprets staffing, workload, and performance data; supports quality improvement and performance planning; helps prepare and monitor the annual budget; and advises leadership on operational concerns and corrective actions. The position requires engagement with clinical leaders, multidisciplinary staff, and internal and external stakeholders, including Medical College of Wisconsin administrators.

The position works Monday through Friday, 8:00 a.m. to 4:30 p.m. Ad-hoc telework may be authorized; eligibility will be discussed during the interview. This is not a virtual position. Duties may involve extensive walking, occasional travel to satellite outpatient clinics by Government Owned Vehicle or Privately Owned Vehicle, sustained concentration, changing priorities, and deadlines. A one-year supervisory probationary period may be required; the employment conditions also describe a one-year probationary period or two-year trial period.

Requirements

• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Must be able to pass 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.
• For the GS-11 experience route, one full year of specialized experience equivalent to at least GS-9 in Federal service is required. This includes gathering and analyzing information, identifying issues, and developing recommendations on effectiveness, efficiency, productivity, and utilization; performing data analysis that supports clinical operational decisions; adapting analytical techniques and evaluation criteria; using a wide variety of computer and data-management packages and databases; and applying relevant administrative laws, policies, regulations, and precedents.
• For the GS-11 education route, a Ph.D. or equivalent doctoral degree, or three full years of progressively higher-level graduate education leading to such a degree, may qualify if it demonstrates the necessary knowledge, skills, and abilities. Transcripts are required when qualifying based on education.
• A combination of qualifying education and specialized experience may be used; only graduate education beyond the master’s level is creditable. Transcripts are required when applicable.
• Current or former Federal employees subject to time-in-grade rules must have 52 weeks at GS-9 for a GS-11 position and provide documentation demonstrating eligibility.
• Must demonstrate the competencies of Accountability, Customer Service, Decisiveness, Flexibility, Interpersonal Skills, Problem Solving, and Resilience.
• Physical duties may require extensive walking, occasional travel to satellite outpatient clinics, prolonged concentration, and the ability to manage interruptions, changing priorities, and deadlines.
• Applicants must meet qualification requirements by the announcement closing date of October 29, 2026.

Nice To Haves

• Supervisory or leadership experience in a complex medical center, at the VA, another government agency, or a comparably complex healthcare organization.
• Exceptional customer service and understanding of Veterans’ needs and Veteran-centered healthcare delivery.
• Experience supervising personnel, coordinating operations, managing competing priorities, setting performance expectations, and promoting workforce development and accountability.
• Emotional intelligence, professionalism, sound judgment, and composure when addressing sensitive or challenging situations.
• Ability to resolve employee, customer, and operational concerns through objective fact-finding, communication, de-escalation, and appropriate corrective action.
• Ability to build collaborative relationships with clinical and administrative leaders, employees, Veterans, and internal and external stakeholders.
• Experience facilitating organizational change through stakeholder engagement, communication, and process improvements.
• Ability to develop, interpret, and apply organizational policies, procedures, and management controls.
• Ability to assess operational risks, staffing needs, and resource utilization, and to exercise independent judgment, adaptability, decisiveness, and resilience.
• Experience evaluating organizational effectiveness and recommending improvements to operational efficiency, accountability, and continuity of Veteran-centered care.

Responsibilities

• Exercise supervisory personnel-management responsibilities, including assigning work, setting priorities, evaluating performance, providing guidance, and maintaining employee accountability.
• Serve as the Division Manager’s agent for the career development of supervisors and staff.
• Coordinate daily operations across the Division’s 11 subdivisions to support continuity of clinical and administrative functions, communication, and operational efficiency.
• Assess workforce requirements, staffing levels, skill mix, and work distribution; recommend improvements to personnel utilization and operational effectiveness.
• Study and analyze complex management processes, systems, and work methods, including organizational structure, delegations of authority, and management controls.
• Identify data requirements and interpret and synthesize performance, staffing, and workload data; present findings and actionable recommendations to leadership.
• Facilitate development and maintenance of the Division’s quality-improvement and performance plan; evaluate patient administrative activities, report findings, and implement corrective solutions.
• Evaluate and advise on administrative support systems, records, communications, directives, forms, files, and documentation; develop and interpret procedures, performance standards, and management controls.
• Assess operational concerns, employee complaints, and organizational challenges through objective fact-finding and documentation; recommend resolutions or corrective action.
• Assist the Division Manager with preparation and review of the annual budget; serve as approving official, monitor overtime, and oversee data collection and workload statistics.
• Maintain working relationships with clinical leadership, multidisciplinary staff, and external stakeholders, including Medical College of Wisconsin administrators, to address facility needs.
• Participate in formulating and reviewing professional and administrative directives for the Division.

Benefits

• Comprehensive federal employee benefits package for employees and their families.
• Potential 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: Manager
• Education Level: Ph.D. or professional degree