Supervisory Program Specialist

This Supervisory Program Specialist (Clinical Administrative Specialist) position is located in the Surgical Care Division at the Milwaukee VA Medical Center. The Division's operational scope spans 11 subdivisions representing diverse patient care delivery modalities, programs, and medical subspecialties.

The incumbent must demonstrate proven supervisory leadership, sound judgment, and organizational awareness within a complex medical center environment, along with the ability to independently execute management priorities, including the analysis of data and development of recommendations that inform decisions regarding the efficiency, effectiveness, and continuous improvement of clinical operations.

This position requires prior experience with the VA, other government agencies, or within a comparably complex medical center setting, including healthcare operational experience and experience engaging with internal and external stakeholders. Successful performance also requires the ability to maintain composure under pressure, exercise discretion in sensitive matters, resolve complex challenges, and sustain essential operations while balancing competing workforce, regulatory, and mission requirements.

The position demands a leader who understands the broader implications of operational decisions and can effectively engage clinical leaders, multidisciplinary staff, and internal and external stakeholders, including Medical College of Wisconsin (MCW) administrators, to achieve sustainable program outcomes.

Duties Include

• Exercises supervisory personnel management responsibilities, including assigning work, establishing priorities, evaluating performance, providing guidance, and maintaining employee accountability; serves as the Division Manager's agent for the career development of supervisors and staff.
• Supports and assists with the coordination of daily operations across the Division's 11 subdivisions, ensuring continuity of essential clinical and administrative functions, effective communication, and operational efficiency.
• Assesses workforce requirements, staffing levels, skill mix, and distribution of work assignments; recommends improvements in personnel utilization and operational effectiveness.
• Conducts studies and analyses of complex management processes, systems, and work methods, including organizational structure, delegations of authority, and management controls to improve program effectiveness for the Division.
• Identifies data requirements for the management and direction of Division-level programs; interprets and synthesizes performance, staffing, and workload data to understand underlying trends and operational implications; presents findings and actionable recommendations to leadership to inform decisions on staffing, efficiency, and process improvements.
• Facilitates the development and maintenance of the Division's quality improvement/performance plan, reviewing and appraising the effectiveness of each phase of patient administrative activity, analyzing and reporting findings to management, and implementing corrective solutions.
• Evaluates and advises on methods and procedures for administrative support systems, including records, communications, directives, forms, files, and documentation; develops and interprets administrative procedures, performance standards, and management controls to ensure compliance and consistency.
• Assesses operational concerns, employee complaints, and organizational challenges through objective fact-finding and thorough documentation; recommends resolution or corrective action.
• Assists the Division Manager with preparation and review of the Annual Budget, serving as approving official, monitoring overtime, and overseeing data collection and workload statistics.
• Establishes and maintains effective working relationships with clinical leadership, multidisciplinary staff, and external stakeholders, including Medical College of Wisconsin (MCW) administrators, to address facility needs such as right-sizing part-time physician allocations; participates in the formulation and review of professional and administrative directives for the Division.

*You may be required to serve a 1-year supervisory probationary period.

Work Schedule: Monday-Friday 8:00am-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#: Supervisory Program Specialist/PD17279O
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 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)

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, 10/29/2026.

GS-11 EXPERIENCE: Do you have one (1) full year of specialized experience equivalent to at least the GS-9 level in Federal Service. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position. Specialized experience includes: Gathering information, identifying and analyzing issues and developing recommendations to resolve substantive problems of effectiveness, efficiency, productivity, and utilization. Performing data analysis and recommendations that are used in support of clinical based decisions concerning the efficiency and effectiveness of clinical operations. Adapting analytical techniques and evaluation criteria. Expertise in a wide variety of computer and data management packages and databases. Knowledge of the range of national administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs including Advanced Principles and Strategies for Access improvement, JCAH, VACAA Laws 203 and 303, Clinical Management Directive, Scheduling Directive, Consult and Telephone Access to Care Guidance, etc.


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. 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:

• Specialized Experience: You must have one (1) full year of specialized experience equivalent to at least the GS-9 level in Federal Service. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position. Specialized experience includes: Gathering information, identifying and analyzing issues and developing recommendations to resolve substantive problems of effectiveness, efficiency, productivity, and utilization. Performing data analysis and recommendations that are used in support of clinical based decisions concerning the efficiency and effectiveness of clinical operations. Adapting analytical techniques and evaluation criteria. Expertise in a wide variety of computer and data management packages and databases. Knowledge of the range of national administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs including Advanced Principles and Strategies for Access improvement, JCAH, VACAA Laws 203 and 303, Clinical Management Directive, Scheduling Directive, Consult and Telephone Access to Care Guidance, etc. OR,
• Education: To qualify based on education you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree. This education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. (TRANSCRIPTS REQUIRED). OR,
• Combination: Equivalent combination of education and specialized experience. Only graduate education beyond master's level is creditable. (TRANSCRIPTS REQUIRED)

You will be rated on the following Competencies for this position:

• Accountability
• Customer Service
• Decisiveness
• Flexibility
• Interpersonal Skills
• Problem Solving
• Resilience

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.

Preferred Experience:

Ideal candidates bring proven supervisory leadership within a complex medical center environment, paired with exceptional customer service and a genuine commitment to Veteran-centered care.

• Prior supervisory or leadership experience within a complex medical center environment, whether at the VA, another government agency, or a comparably complex healthcare organization.
• Exceptional customer service and a strong understanding of the unique needs of Veterans and the complexities of Veteran-centered healthcare delivery.
• Supervising personnel, coordinating operations, managing competing priorities, establishing performance expectations, and promoting workforce development and accountability.
• Demonstrating emotional intelligence, professionalism, sound judgment, and composure when addressing sensitive or challenging situations.
• Resolving employee, customer, and operational concerns through objective fact-finding, effective communication, de-escalation, and appropriate corrective action.
• Building collaborative relationships with clinical and administrative leadership, employees, Veterans, and internal and external stakeholders.
• Facilitating organizational change through stakeholder engagement, effective communication, and implementation of process improvements.
• Developing, interpreting, and applying organizational policies, procedures, and management controls.
• Assessing operational risks, staffing needs, and resource utilization; exercising independent judgment, adaptability, decisiveness, and resilience.
• Evaluating organizational effectiveness to recommend improvements that strengthen operational efficiency, accountability, and continuity of Veteran-centered care.

Physical Requirements: Performance of the incumbent's duties may require extensive walking per day to meet with the VAMC Executive Leadership, Clinic Leads, Administrative Leads, MIS staff, and other clinic personnel. Trips to satellite outpatient clinics are sometimes necessary and will involve transportation via station Government Owned Vehicle (GOV) or Privately Owned Vehicle (POV). The work performed is of a precise nature requiring long periods of concentration that is often interrupted. Incumbent is often faced with changing priorities and with meeting deadlines.

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

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 (Schedule A)
• Disability Letter (VA)
• PCS Orders
• Proof of Marriage Status
• 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
• 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.

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