Supervisory Program Specialist

Veterans Health Administration•Cincinnati, OH

About The Position

This position is in Primary Care Service at the Cincinnati Department of Veterans Affairs. The Supervisory Program Specialist manages scheduling processes for Veterans and provides first-line oversight of scheduling supervisors across all locations. The position reports directly to the CBOC Administrator and serves under the Administrative Officer during that individual’s absence. It provides administrative oversight to five GS-0679-08 Supervisory Medical Support Assistants and ensures compliance with the National Scheduling Directive and VHA scheduling policies. The role oversees day-to-day scheduling activities across outpatient administrative programs at the Primary Care main campus clinic, Women's Health clinic, OEF/OIF, Employee Health, and six outpatient clinics. It supports access measures, reviews and interprets performance data with clinical and administrative partners, develops improvement plans, and reports on program quality, efficiency, and effectiveness. The specialist also helps formulate clinic administrative policies, coordinates implementation of directives, supports resource and budget planning, and ensures scheduling staff complete required training. The work schedule is Monday through Friday, 7:00 a.m. to 3:30 p.m. EST. Telework may be authorized, with eligibility discussed during the interview process. The position is subject to a one-year probationary period.

Requirements

U.S. citizenship.
For current or former federal employees subject to time-in-grade rules, meet the applicable requirement by the announcement closing date: 52 weeks at GS-07 for GS-09 consideration or 52 weeks at GS-09 for GS-11 consideration.
For GS-09, one year of specialized experience equivalent to GS-07, or qualifying graduate education, or an allowable combination of experience and education.
For GS-11, one year of specialized experience equivalent to GS-09, or qualifying doctoral-level graduate education, or an allowable combination of experience and education.
Interpersonal skills and ability to develop effective working relationships with a broad range of individuals.
Ability to work independently and efficiently under pressure and to organize, plan, and prioritize work.
Analytical and evaluative skills to identify and solve issues.
Knowledge of management and organizational principles, including common administrative practices and procedures.
Skill in interviewing supervisors and employees to obtain information.
Ability to operate computers, printers, scanners, calculators, fax machines, copiers, and telecommunication and teleconference equipment.
Proficiency with software such as Excel, PowerPoint, and Microsoft Word.
Knowledge of the Privacy Act, medical center policies, and other regulations concerning medical-record confidentiality.
Ability to analyze medical-record information and abstract meaningful data.
Complete all required application steps, including the online assessment.
Meet applicable Selective Service registration requirements.
Pass a background/security investigation and complete the online onboarding process.
Participate in the VA seasonal influenza vaccination program as a condition of employment.
Serve a one-year probationary period.
Submit transcripts if using education to qualify; qualifying education must be from an institution recognized by the U.S. Department of Education.

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 for outpatient administrative programs 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 clinical and administrative leaders and staff to collate and disseminate performance measures.
Review and analyze data, attend access meetings, and develop plans for improvement.
Compile and report performance measures and ensure tasks and reports meet deadlines.
Ensure scheduling activities comply with VHA scheduling policies and that scheduling staff complete mandatory training.
Track and review data, generate reports assessing program quality, efficiency, and effectiveness, and develop ongoing improvement plans.
Participate in facility and network initiatives related to growth, access, quality patient care, and customer service.
Advise and assist in determining program needs and maximizing the use of available space, equipment, personnel, and funds.
Formulate administrative policies for internal clinic management and coordinate distribution and implementation of directives.
Identify areas requiring attention and recommend and coordinate courses of action with the CBOC Administrator.
Keep the CBOC Administrator informed about matters requiring attention or action.
Use delegated authority to manage manpower resources allocated to administrative service programs.
Assist in projecting annual operating budget estimates, including staffing, equipment, and supplies.
Perform other duties as assigned.