The Long Beach VA Medical Center is currently recruiting for one (1) Program Specialist to work in Education Services Long Beach, CA. The Program Specialist is at the full performance level and located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Education Service, Graduate Medical Education section, at the VA Long Beach Health Care System (VALBHS), in the office of the Associate Chief of Staff of Education.

Duties

Duties include but are not limited to: Work closely with and under the auspices of the Director HPE/GME and in conjunction with the ACOS/E, by providing administrative and financial support for GME operations within Education Service including planning, forecasting, budgeting, auditing, financial oversight, developing, implementing, directing, evaluating, and budget in excess of $20,000,000 for the academic affiliate education programs at VALBHS. Work collaboratively and individually with multidisciplinary staff which include affiliates and VA Graduate Medical Education Office, program directors, site directors, resident coordinators and all Associated Health training programs, paid and unpaid. Coordinate and analyze GME financial submissions, cost distribution reports, funds control usage, affiliate invoicing, Education Activity Reports and capital resources of trainee programs, to promote maximal impact of the trainee programs. Ensure timely payment of invoices, Education Activity reports and to ensure continued accreditation of VA-based programs. Serve as a point of contact for invoicing and payments associated with GME, HPE and Academics Affiliates, including more than $17 million dollars under the auspice of the ACOS/E and Director HPE/GME. Creates and maintains spreadsheets and database for formulating, executing, and analyzing use of departmental monies. Coordinate the disbursement agreements and annual rate schedules with VA and the affiliate and supports Director, GME/HPE in the administration of disbursements for payment of stipends and fringe benefits for allopathic or osteopathic physician and dental residents in accredited training programs. Serve as program manager for medical resident and fellow onboarding and all associated processes, actions, and documentation per established policy, guidelines and deadlines Serve as primary point of contact for medical resident and fellow background clearance, onboarding, documentation verification, and coordination of information with required internal and external stakeholds per established policy and deadlines Ensure requirements, status updates and all associated actions for full clearance and onboarding of residents is communicated in clear, concise, and timely manner. Maintaining communication with other GME staff, affiliates and residents and frequent, accurate reporting to internal and external stakeholders. Develop/maintain a system of effective administrative controls over the disbursements, allocations and resource utilization of funds. Uses multiple accounting practices to assure appropriate allocation of disbursements to the Affiliate. Serves as liaison for GME and HPE programs at V ALBHS, researching, analyzing, and organizing information and then providing consultation and advice to the Director HPE/GME, ACOS/E and to national, regional, and local leadership and administrative staff. Serve as a liaison between the Office of Academic Affiliations (OAA) and Service Line providers, stakeholders, and HPTs, to ensure compliance with OAA policy and guidance is maintained and current. Develop methods to identify, track, update and implement changes. Update and advise the Director HPE/GME and ACOS/Education-Designated Educational Officer (DEO) and internal and external faculty leadership responsible for compliance with local and national VA policies and regulations and the policies and regulations of discipline specific accreditation agencies; analyzing documents for adherence to VA regulations and developing modified language as needed. Utilize independent judgment in making decisions which affect a range of affiliation staff, trainee activities, allocation of resources, development of policy and standard operating procedures, and affiliations-based programming across V ALBHS. Advises Program Directors and other program personnel in applying approved policies, procedures, and methods to individual situations and novel circumstances involving trainees. 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, Time: TBD 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 on ad-hoc basis if appropriate. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Specialist/PD13498O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/17/2023. 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-07 position you must have served 52 weeks at the GS-05. 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. You may qualify based on your experience and/or education as described below: Specialized Experience: GS-07: In addition to meeting the time in grade, 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: Providing administrative and financial support; Demonstrate expert level understanding of policies and regulations; Financial management and customer service. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have : 1 full year of graduate level education or superior academic achievement Specialized Experience: GS-09: In addition to meeting the time in grade, 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: Providing administrative and financial support; Demonstrate expert level understanding of policies and regulations; Financial management and customer service. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have : 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 You will be rated on the following Competencies for this position: Administration and ManagementComplianceCustomer Service (Clerical/Technical)Financial Management 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: No special physical demands are required to perform the work. Work is sedentary, and the employee may sit comfortably. There may be some walking, standing, bending, carrying of light items, driving of an automobile, etc. Fieldwork may involve traveling to interviews, meetings, and sources of information. 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 Long Beach VA Medical Center 5901 East Seventh Street Long Beach, CA 90822 US
• Name: Jeffry Rogers
• Email: [email protected]