The Program Specialist works directly for the Chief, Surgical Service and Health System Specialist (HSS), VA Tennessee Valley Healthcare System, Nashville Campus. The incumbent will provide program administration, clerical needs, and coordination of administrative needs for Service personnel.

Duties

The Program Specialist provides clerical and administrative support needs for the Service, which has training, patient care, research programs and outpatient clinics; al of which require coordination and/or oversight by the Chief, Surgical Service. Major duties include, but are not limited to: Serve as point of contact to resolve all administrative issues and problems. Coordinate administrative duties for subsections. Prepare reports, reviews, correspondence including assisting with completing all administrative projects requested of the Service. Prepare and/or assist in preparation of management assessment reports by extrapolating data from data bases, written and/or oral reports. Prepare and/or assist in preparing contracts and sharing agreements. Coordinate preparation for internal and external review programs (i.e., Joint Commission, IG). Responsible for accumulating information, data analysis, and planning regarding required administrative recommendations and/or decisions to implement efficient Surgical Service management and resolution of Surgical Service problems. Responsible for recommendations having policy-making implications and implementation of decisions after approval. Prepare drafts and guidance for the development/implementation of Service policies and procedures. Ensure documentation of policy and procedural requirements for Service residents are accomplished. Serve as alternate approving official for timekeeping entries. Prepare and coordinate paperwork and personnel for Physician Pay Boards. Serve as a Personal Identity Verification (PIV) sponsor for the Service. Analyze returned documents regarding credentialing and privileging documents for completeness and maintain files for staff, physicians, and residents. Study, analyze, and trend performance measure monitors. Maintain the Service Chief's daily calendar. Screen all correspondence for the Service Chief. Attend meetings, prepare meeting minutes, and follow up on action items with appropriate staff members. Process incoming and outgoing material such as correspondence, reports, memoranda, other forms of written communication. Perform office automation duties using such software applications as electronic mail, desktop publishing, calendar and database. 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, tour of duty to be determined Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Specialist/PD085010 and PD08501A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 11/10/2023. Interchange Agreement: Applications will be accepted for this position under the Interchange Agreement as outlined in VA Handbook 5005, Part III, Appendix C. This agreement allows for the movement of Title 38 and Title 38 hybrid personnel, who have at least 1 year of full-time continuous service, to apply for competitive service positions. OPM 90 Day Waiting Period: OPM requires that all current permanent federal employees serve 90 days after their competitive selection in their current Title V position prior to moving to another position. 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-7 position you must have served 52 weeks at the GS-5. For a GS-9 position you must have served 52 weeks at the GS-7. 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. Examples of appropriate SF-50s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50s at the highest grade held with an effective date more than one year old. 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 for the GS-7 based on your experience and/or education as described below: Specialized Experience for GS-7: Applicants must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Specialized experience is defined as: preparing and reviewing correspondence, reports and memoranda; explaining or providing guidance on laws, regulations, policies, standards, or procedures to management and personnel; using a computer to process and analyze data; analyzing or interpreting data or other information; using various software applications such as but not limited to spreadsheets, word processing, and graphics, databases, as well as various functions and features of several programs in each category. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. OR, Substitution of Education for GS-7: Have successfully completed 1 full year of graduate level education or superior academic achievement that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination of Specialized Experience and Education for GS-7: Possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. You may qualify for the GS-9 based on your experience and/or education as described below: Specialized Experience for GS-9: Applicants 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. Specialized experience is defined as: assisting in processing administrative issues; promoting and maintaining good working relationships with key individuals or groups; monitoring, maintaining, and updating data, records, or other information; preparing and reviewing correspondence, reports and memoranda; coordinating training programs and processing new hire paperwork; performing data management, tracking and reporting functions utilizing excel databases, including accreditation databases; preparing for, organizing, and participating in accreditation site visits; collecting, compiling, and organizing information; guiding, assisting, establishing, monitoring and tracking the quality, efficiency and effectiveness of programs. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. OR, Substitution of Education for GS-9: Have successfully completed 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. of J.D., if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination of Specialized Experience and Education for GS-9: Possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. You will be rated on the following Competencies for this position: CommunicationCompliance InspectionComputer SkillsTechnical 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: Work is in a combination of sedentary and non-sedentary, with some walking, standing, bending, and carrying of light items, such as papers and books. Typically, the Program Specialist may sit and do the work. No special physical demands are required to perform the work. 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 Tennessee Valley HCS - Nashville 1310 24th Avenue South Nashville, TN 37212 US
• Name: Mindy Pomerenke
• Email: [email protected]