Supervisory Program Specialist

Clarification from the agency

OPEN TO CURRENT PERMANENT VETERAN HEALTH ADMINSTRATION EMPLOYEES ONLY

Supervisory and Managerial Functions

• Tracks data for any trends and recommends improvement where necessary.
• Maintain direct supervision over all employees in these areas, reporting to the Chief, PAS daily on section activities.
• Provides technical and administrative supervision and support to the employees in assigned areas.
• Oversees the daily operation of the unit
• Ensures that agency policies and priorities are being followed
• Functions as timecard approving official
• Assures adequate coverage in all areas and reassigns staff when necessary
• Plans work to be accomplished by subordinates
• Sets and adjusts short-term and long term priorities
• Prepares schedules for completion of work
• Refers group grievances and more serious unresolved complaints to a higher level supervisor or manager
• Recommends appointments, promotions, and reassignments to unit positions.
• Identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority.
• Carries out Equal Employment Opportunity policies and program activities.

Human Resources/Equipment/Space Utilization Program Planning

• Evaluates the necessary human resources and space to effectively support the mission of assigned program areas.
• Assesses the equipment needs of the section (ICB scanners, phones, fax machines, printers, computers, Kiosk, etc.), to include tracking life expectancy of current equipment inventories, and preparing equipment requests for the department.
• Supports planning efforts in implementing new logistical arrangements aimed at improving service and makes recommendations for change.

Program Support

• Establishes and maintains effective working relationships with Service Chiefs throughout the Hospital.
• Establishes procedures and controls over the administrative processing of all individuals who apply for care at this facility to assure the prompt and courteous processing of applications is maintained.
• Performs first level appeal reviews for enrollment.
• Functions as the facility Fugitive Felon Program Coordinator.
• Ensures program requirements are met in coordination with facility Chief of Staff and Chief of Police.
• Performs administrative catastrophic disability determinations.
• Ensures determinations are documented in the veteran's record.
• Performs 2nd level enrollment determination reviews.
• Certifies payments for Veteran State Home invoices.
• Serves as a VAMC of jurisdiction per diem POC for Veteran State Home.
• Directs the activities associated with the Burial/Detail program including working closely with local funeral directors and the deceased patient's family members.
• Serves and/or represents facility on various groups.
• Attends various community, outreach, and facility events, and presents and explains information related to enrollment and eligibility.

Administrative, Evaluation, Investigation and Reporting

• Develops and coordinates internal review systems, evaluations or processes for assigned programs to ensure activities are in compliance with agency and regulatory requirements.
• Analyzes data and identifies trends and concerns of issues, makes necessary recommendations to ensure conformance with standards and established goals, and follows through with implementation of changes and corrections due to findings of internal and external reviews.
• Establishes and enforces an effective system to initiate reviews for special authorities such as Prisoner of War, veterans claiming exposure to ionizing radiation, Agent Orange, or Camp Lejeune, and other beneficiaries of other federal agencies.
• Conducts management studies to collect data on patient demand, workload trends, and bed utilization and compiles statistics for Registration/Eligibility and the AOD office.
• Evaluates, develops, refines or revises operational procedures as needed and provides management advisory services for assigned program areas.
• Function as Administrative Officer of the Day (AOD) during the absence of the AOD scheduled to work the day shift. Incumbent will be flexible with work schedule and will adjust work schedule to work off tours and holidays when necessary to allow for AOD coverage during times of emergencies.
• Investigates, researches, and prepares responses to complaint mail and Congressional Inquiries.
• Works closely with County Veteran Service Officers and Service Organization representatives in resolving problems. Performs other related duties as assigned.

Work Schedule: Monday-Friday 07:30am-04:00pm
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Program Specialist/PD240390
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
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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, 11/02/2026.

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-09 position you must have served 52 weeks at 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.

GS-09 SELECTIVE PLACEMENT FACTOR: To be considered for this position, you must demonstrate that you possess the following Supervisory Program Specialist experience: Understanding of clinic scheduling processes of both Community Care within the past year and Internal consults and services to function in and interact with various clinical entities throughout the hospital, and detailed, technical knowledge and understanding of the ability to apply policies and procedures associated with scheduling and operational activities that affect workload capture data. CISCO Finesse and affiliated report knowledge.

IN ADDITION TO MEETING THE BASIC REQUIREMENTS LISTED ABOVE, YOU MUST MEET THE FOLLOWING GRADE REQUIREMENTS TO QUALIFY FOR THIS POSITION.

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

• 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: experience in extracting, developing, reviewing, and analyzing data to provide reports to senior management; performs a variety of administrative functions for several clinicals ; experience writing Standard Operating Procedures (SOPs); understanding of Joint Commission requirements; experience working with different program databases and software to pull information for reports; perform auditing functions; Manage staff workflow, set priorities, deadlines and adjusting work flow to meet team and patient needs; experience of clinic operations and policy, schedules, and provider's preferences. 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/.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B or J.D., if related. (TRANSCRIPT REQUIRED. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college, or university.)

OR,

• Combination: Applicant possess equivalent combinations of successfully completed graduate education and specialized experience directly related to the work of the Supervisory Program Specialist position. (NOTE: 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.

Physical Requirements: The work is primarily sedentary, although some slight physical effort may be 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
• 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: Veterans' preference does not apply for internal or other current permanent federal agency employees.

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