Clarification from the agency

Announcement open to current, permanent Department of Veterans Affairs.

The purpose of this position is to conduct and evaluate a wide range of program management and administrative duties to fulfill requirements related to VHA's academic mission and OAA's strategic plans. The position is responsible for the technical work required for HPE programs including disbursement agreement (DA) administration used for payment of salary and benefits to affiliate educational institutions, OAA special purpose funding, VA paid HPTs, educational costs and/or housing contracts, OAA reporting, regular and annual OAA audits, and other OAA and local requirements for OAA resources and program requirements. The core duties of this position include but are not limited to:

• Provides subject matter expert knowledge of VHA Handbook 1400.05 and the Resident Disbursement Procedures (ReDPro) SOP; serves as the facility EARs champion on training, national OAA calls, and surveys.
• Manages the special purpose academic fund from OAA and HPT reimbursement processes with the affiliate; synthesizes data, trends, opportunities, etc. for presentation to facility leadership, OAA, or academic organizations using graphs, flowcharts, and other techniques.
• Validates complex calculations for accuracy of reimbursement of trainee activity with analysis of relevant documentation; evaluate and determine the scope and intensity of verification methods for each program to minimize risk to organization while maintaining efficiency.
• Completes and reviews the monthly EARs consolidation and calculations to ensure accurate educational activity reimbursement. Works directly with the VA HPE site and program directors to collect required documentation of didactic, call, conference and leave schedules for reconciliation with the affiliate invoice. Accesses online IT learning management systems used by the affiliate to verify HPT training schedules (such as New Innovations, MedHub, or other.)
• Develops and provides annual and as needed training for the affiliate to ensure policy compliance; maintains documentation of training, including meeting minutes description of content covered, and name of attendees. Training is provided for affiliate academic staff, affiliate program directors, VA site directors and resident coordinators.
• Extracts, analyzes, and organizes data from multiple sources to create reports for ongoing monitoring of resources, OAA reports, or special projects. Facilitates performance measure goals by developing studies and evaluations for suspense items, accreditation standards, needs assessments/surveys, white papers, academic presentations, grant proposals, and special purpose budgetary requirements.
• Advises HPE management and OAA's informed decision-making processes with the research, collection, compilation, analysis, presentation, and management of data and HPE program information.
• Maintains awareness of new policy related to budget, personnel, and procurement to provide analysis, training and recommendations to enhance HPE operations.
• Collects, consolidates, and provides analysis of data to prepare justifications for FTE, funding, and budget planning purposes; evaluates trends and provides recommendations for further analysis for future planning. Data sources may include but are not limited to Pyramid analytics, Consolidated Data Warehouse (CDW), VHA Support Service Center (VSSC) Capital Assets, or other VA/affiliate platforms.
• Conducts oversight and analysis of (non-DA) HPE service budget and account balances, pending items, trends, and reporting requirements; assures expenditures are appropriately requested, authorized, and documented to ensure critical timelines are met, avoid delinquent obligations, identify opportunities and utilize funding according to budget plans.
• Identifies gaps in policy compliance through review and assessment and comparison of current standards and policy guidance and makes continued recommendations for overall program improvement and necessary procedure or policy changes to OAA.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Full-Time, 8:00am-4:30pm, Monday-Friday
Telework: Ad-hoc only
Virtual: This is not a virtual position.
Position Description/PD#: Health System Specialist (Health Professions Education Analyst)/PD99451S and PD99452S
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/09/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement.

• For a GS-11 position you must have served 52 weeks at the GS-9.
• For a GS-12 position you must have served 52 weeks at the GS-11.

The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.
Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

In addition to the Time-in-Grade Requirement and Individual Occupational Requirement, applicants must also possess the specialized experience as described below:

GS-11 SPECIALIZED EXPERIENCE: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Specialized experience is defined as:

• Plan and carry out projects to improve the efficiency and productivity of HPE and internal and external stakeholders
• Identify, analyze, and make recommendations to resolve conventional problems and situations in workflow, work distribution, staffing, performance appraisal, organizational structure, and administration as related to HPE.
• Developing detailed procedures and guidelines to supplement established administrative regulations or program guidance.
• Researching regulations
• Identifying, analyzing, and making recommendations to resolve conventional problems and situations in workflow, work distribution, staffing, performance appraisal, organizational structure, and administration as related to the HPE.

OR

• EDUCATION: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have PH.D. or equivalent doctoral degree OR 3 full years of progressively higher level graduate education leading to such a degree. (TRANSCRIPT MUST BE PROVIDED.)

OR

• COMBINATION: Applicants may also have an equivalent combination of successfully completed graduate level (beyond a master's degree) and specialized experience as described above to meet total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration).
• NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume.

• Administration and Management
• Budget Administration
• Compliance
• Organizational Performance Analysis

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is sedentary, although some slight physical effort may be required. This work is performed in an office setting although some slight physical effort may be required to conduct training events, give presentations, or to observe staff and trainees in their work environment, including inpatient clinical areas. The position will utilize a desk and computer and may need to navigate throughout the facility clinical areas. Stamina and concentration to meet crucial deadlines is required.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Other (1)
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Next steps