The primary purpose of the position is to work collaboratively with the leadership team at the local CBOC, including but not limited to the Medical Director, Nurse Manager, Mental Health Coordinator, and Scheduling Supervisor.

Duties

The Program Specialist (Operations Specialist) position is located at one of the VA Palo Alto Health Care System (VAPAHCS) Community Based Outpatient Clinics (CBOCs) in the South Bay (i.e., San Jose, Monterey, and Capitola). The duties and responsibilities include but are not limited to the following: Provides the overall administrative management for the CBOC. This includes interpreting administrative policies, developing and implementing local policies, defining administrative requirements, and/or providing advice to management on related issues. Uses sound judgement in decision- making that focuses on meeting and improving quality customer service and the delivery of Veteran-focused outcome-oriented health care. Uses various types of automation systems, such as word processing, data base management, and electronic mail to complete work assignments. Rotates and serves as a Controlled Substance Inspector for South Bay Operations. Serves as the PIV (Personal Identification Verification) sponsor, PIN Re-setter for staff at the CBOC and timekeeper for the South Bay Operations. Responsible for monitoring access and utilization of services at the CBOC. Responsible for implementing and maintaining the Service Improvement Model (SIM) at the CBOC. Monitors and studies work operations to detect opportunities for improvement. Primary Patient Advocate for the CBOC, responding to concerns from Veterans and family members using the SERVE model, and tracking these concerns in the Patient Advocate Tracking System (PATS). Works with the local CBOC leadership and staff to implement and update, as necessary, the standard work for addressing patients and staff with disruptive behavior. Serves as the safety officer and emergency management coordinator for the clinic and promotes a culture of safety among staff members. Administers space and equipment programs for the CBOC. Serves as the Automatic Data Processing (ADP) Coordinator for the CBOC. 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. VA offers a comprehensive total rewards package: HR Specialist Total Rewards Work Schedule: Monday - Friday, 8:00 am to 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Program Specialist (Operations Specialist)/PD02790A and PD02791A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/15/2023. 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. For a GS-07 position you must have served 52 weeks at the GS-05. 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-7 Minimum Qualifications: 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: uses computer software to complete documents and spreadsheets; analyzes work processes and make suggestions for process improvement; provide administrative support to a program and achieve the overall goal; and possesses effective communication skills in order to presenting information clearly to management, medical center staff, and members of the public. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed one (1) year of progressively higher-level graduate education. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. 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. GS-9 Minimum Qualifications: 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: performs work related to development of program information and resource materials, such as hard copy and computer-based brochures and reports, etc; conducts analysis of administrative work processes in the programs to identify, analyze, and recommend solutions to problems in staffing, administrative procedures, work processes, or workload distribution facilitate, coordinate, and manage the various programs and achieve the overall goal; applies analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; and possesses effective communication skills in order to presenting information clearly to management, medical center staff, and members of the public. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 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. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. 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 one year of graduate education. You will be rated on the following Competencies for this position: Administration and ManagementCompliance InspectionCreative ThinkingCustomer ServiceProblem SolvingProject ManagementReasoningTechnical Competence 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 active, involving writing at a desk, using a computer, lifting boxes/files, moving heavy carts/equipment, and walking between different offices. It may also require occasional travel to other VAPAHCS campuses or VA facilities. When traveling to other VAPAHCS campuses or VA facilities, it will require the driving of an automobile. The position is subject to high pressure (e.g., short/conflicting deadlines, shifting priorities, frequent audits/inspections) and requires an ability to adapt to changing situations. The work necessitates daily physical presence at the duty station and the position is not suitable for telework. 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/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Veronica Alvarado
• Phone: (415) 960-5758
• Email: [email protected]