Program Specialist

Clarification from the agency

Must be a current, permanent employee of Veterans Health Administration, or CTAP.

Duties Include but are not limited to:

• Assist the Administrative Officer, helping to operationally manage all the administrative functions of each element of the department.
• Receives and screens incoming physical mail and determines whether to handle independently or to refer to the Chief or other members of HAS.
• Independently determine responses to complex administrative matters and draft correspondence on behalf of leadership, including responses addressing multiple program areas, compliance issues, and policy interpretations.
• Responsible for determining the priority of administrative office tasks and ensuring the most urgent work is accomplished first and suspense dates are met from HAS managers.
• Assists the AO with the responsibility for ensuring that hiring of new staff is completed within a timely manner. This includes tracking potential staff throughout the hiring process and working closely with Human Resource staff to submit all required documentation.
• Independently oversee complex and specialized recruitment processes for HAS staff, applying advanced knowledge of VA hiring policies and regulations.
• Serves as timekeeper for assigned sections. Trains all alternate timekeepers. Maintains time and attendance for assigned sections and serves as one of the primary points of contact for payroll processing.
• As the HAS Service Records Management Liaison, the incumbent maintains the records management system, to include filing and organizing in accordance with Records Control Schedule. The incumbent would not only maintain and organize records in accordance with the Records Control Schedule, but they would also be responsible for analyzing the effectiveness of the service's records management practices and developing systems improvements (such as databases or digital tracking tools) to monitor the status, location, and retention of all federal records.
• Serves as the PIV sponsor for the service. Ensuring coordination of PIV renewals for existing staff and issuance for new staff is carried out timely.
• Helps the Administrative Officer coordinate preparation for Service-based Joint Commission inspections, Office of the Inspector General (OIG) inspections, and VA System-Wide Ongoing Assessment site visits.
• Will be one of the contract Officer Representatives (COR) for the service; with COR 1 certification required for the position. They assist the Administrative Officer who serves as the principal Contracting Officer Representative (they are COR II certified) for all service contracts.
• Assumes responsibility to independently analyze resource needs, forecast requirements based on program goals and data, and lead initiatives to optimize the allocation and utilization of resources (such as staffing, equipment, and funding) necessary to accomplish the highly scrutinized and critical outcomes of the service.
• Assist the AO to ensure that process improvement projects are coordinated appropriately and that best practice results from pilots are implemented as widely as possible to assist not only the service but the healthcare system.

Other duties as assigned. 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: Monday-Friday, 8:00 - 4:30pm
Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Program Specialist/PD148730 and PD148740

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines.
• 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 identification 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)
• Most recent SF-50 if you are a current or former Federal employee - the SF-50 must be effective the first pay period of the current year or later.
  

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, 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, 10/26/2026.

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-07 position you must have served 52 weeks at the GS-05. For a GS-09 position you must have served 52 weeks a the GS-07. 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.

You may qualify based on your experience and/or education as described below:

• GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge and skill in applying advanced analytical and evaluative methods and techniques to issues or functions related to office administration, knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations within the Health Administration Service (HAS). Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of HAS. Knowledge of key personnel and lines of authority within the medical facility to effectively manage administrative activities and the flow of information. He/she understands the basis for electronic medical record keeping and will become competent in the use of Vista (Veterans health information systems and technology Architecture) and CPRS (Computerized Patient Record System) as they are the principal information platforms for VHA. The incumbent must be knowledgeable of personnel policies, procedures, and practices to provide advice and assistance on personnel matters.
  OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have (1) full year of graduate level education or have superior academic achievement. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a bachelor's degree to qualify at the GS-07 level.

• GS-09 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge and skill in applying advanced analytical and evaluative methods and techniques to issues or functions related to office administration, knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations within the Health Administration Service (HAS). Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of HAS. Knowledge of key personnel and lines of authority within the medical facility to effectively manage administrative activities and the flow of information. He/she understands the basis for electronic medical record keeping and will become competent in the use of Vista (Veterans health information systems and technology Architecture) and CPRS (Computerized Patient Record System) as they are the principal information platforms for VHA. The incumbent must be knowledgeable of personnel policies, procedures, and practices to provide advice and assistance on personnel matters. Knowledge of key personnel and lines of authority within the medical facility to effectively manage administrative activities and the flow of information. He/she is knowledgeable about and/or uses Microsoft (MS) Word, MS Excel, MS PowerPoint, MS Access, and MS Outlook programs with intermediate to advanced facility and skill. The incumbent must have extensive knowledge and understanding of management principles, practices, methods and techniques to integrate management services in HAS. The incumbent must be knowledgeable of personnel policies, procedures, and practices to provide advice and assistance on personnel matters. The incumbent needs strong skills in oral and written communications.
  OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one two (2) years of progressively higher-level graduate education, or masters or equivalent graduate degree, or LL.B. or J.D., in a related field of the position to be filled. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education in excess of the first year (18 semester hours) of graduate school may be used to qualify applicants for the GS-09 level.

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.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:

• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

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
• DD-214/ Statement of Service
• Disability Letter (VA)
• License
• Other (1)
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• 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 - Official SF-50 showing you hold the grade for the position you are applying for (or a higher grade), or
  - Official SF-50s showing you held the next lower grade for at least one year for the position you are applying for. (Multiple SF-50s may be needed.)
• 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.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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.

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

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

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.

Next steps