Position is located within the Education Service at the Cincinnati Veterans Affairs Medical Center. The positions is responsible for direct oversight and management of the Graduate Medical Education (GME) and Associated Health Trainee and Affiliate Education program's daily operations at all facets, from onboarding to outboarding trainees, coordination with service lines, and establishing workflow for management of the (GME) program and budget.

Duties

Major Duties include, but are not limited to: Responsible for oversight of daily operations of the trainee program that includes coordination of this Medical Center's residency programs, fellowship programs, and associated health training programs. Responsible for training and coordinating with the responsible person in each service line that utilizes residents, fellows, and/or trainees. Assists with administration of the Residency Program Full Disbursement Agreement and will be responsible for submission of obligations, and timely reconciliation of all trainee time sheets and invoices. Responsible for working closely with the affiliates and VA program coordinators to ensure that all paperwork is processed in a timely manner and all VA requirements are met. Performs data analysis on performance trends for timely submissions of trainee timesheets, WOC/trainee onboarding processing times, and time studies for each stakeholder involved with onboarding/outboarding to formulate process improvement plans of actions, where needed. Secures classroom space for continuing education of staff, national workshops, national board examinations, trainee classes, veteran's organizations, professional societies, meetings, and other Medical Center functions to provide optimal use of space. Responsible for coordinating evening and weekend use of classroom with VA Security Officer to ensure protection of service and audiovisual equipment which is not already available in the classrooms. Knowledgeable of the operation of the Medical Center and the policies and preferences of the Supervisory Administrative Officer, referring matters of inquiry to the appropriate service line staff, and acting on issues that can be dealt with through the office of the ACOS/E as it pertains to graduate trainee programs. Monitors timekeeping activities and performs duties accordingly. Assists the Supervisory Administrative Officer with the budget for the Trainee and Affiliate Education Program under the ACOS/E. Formulates, presents, executes, and analyzes organizational budgets. Participates in developing the annual budget formulation and/or execution process, providing Education leadership consultation and feedback. Assists with for the budgeting and financial management for the GME Program. This includes budget formulation, justification, and execution; financial management; and financial reporting. Provides advice to management on budgetary and finance issues. Monitors allocated funding and computes projected quarterly expenditures. Coordinates with Office of Academic Affairs (OAA) to ensure funding control point retains adequate, but not excessive, balance. Troubleshoots and resolves problems encountered in administrating the program. Works closely with Supervisory Administrative Officer and Fiscal Services to ensure the facility is compliant with obligations, budget execution, and timely and accurate payments/reconciliations. Project surpluses and/or deficits and develops action plan to ensure appropriate balance is maintained, obligated, and expended. Uses desktop publishing software to prepare a variety of brochures, reports, flyers, presentations, training aids, etc. Knowledgeable of the types of information and the procedures for accessing databases throughout the office to locate and import information to be included in the publications. Knowledgeable of the functional capabilities of various software packages to enhance the presentation of the data, e.g., electronically changing tables to graphs, adding boxed explanatory text to graphics, highlighting significant material with shadowing, importing graphics into narrative text, varying style, and pitch of type within text, and adjusting the size and shape of pages to fit the publication. Apply a thorough knowledge of the specialized subject matter. Based on an in-depth understanding of the subject matter, the program services, and the audience, the incumbent independently conceptualizes, designs, and develops professional and effective visual communication materials. Other duties as assigned. Work Schedule: Monday - Friday 8am - 4:30pm Compressed/Flexible: Available Telework: Authorized 1-2 days per pay period Virtual: This is not a remote virtual position. Position Description/PD#: Program Specialist - General Medical Education (GME)/PD91549A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized Financial Disclosure Report: Not required

Requirements

• 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
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/17/2023. 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-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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 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 participating in making policy suggestions which impact the Graduate Medical Education (GME) Program and other allied health and clinical trainee programs. Knowledge designing and conducting comprehensive management studies where the boundaries of the studies are extremely broad and difficult to determine in advance. Experience identifying and proposing solutions to management problems which are characterized by their breadth, importance, and severity and for which previous studies and established management techniques are frequently inadequate. Skilled in planning, organizing, and directing team studies, and to negotiate effectively with management to accept and implement recommendations, where the proposals involve substantial agency resources, require extensive changes in established procedures or may conflict with the desires of the activity studied. Conduct staffing requirements and implementing processes that effect productivity positively after utilizing analytical and investigative techniques to determine what is required to meet the mission and function effectively. Knowledge of the practices and policies of education and health career training; manpower under the aegis of medical school, universities, community colleges, and technical institutes; a broad understanding of allied health training programs and changes /advances in programs; knowledge of curricula; insight into interrelations of programs. Knowledge of Employee Education System resources and training. Ability to meet deadlines. Knowledge of personnel, budget, and procurement regulations. 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. You will be evaluated on the following competencies: Communications and Media Manages and Organizes Information Communications Computer Skills 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 in an office space, although some slight physical efforts 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/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 US
• Name: Andrea Johnson
• Phone: 405-219-7077
• Email: [email protected]