The Program Specialist serves as the Fisher House Program Assistant Manager. The position is responsible for on-site management, planning, operations and administrative coordination of the 16-bedroom family hospitality house located within the VA Portland Health Care System (VAPORHCS) on the grounds of the Vancouver Campus in Vancouver, Washington.

Duties

Major Duties: The incumbent participates in the development, establishment, and implementation of operational policies related to eligibility, admission, length of stay, behavior standards of guests, cleanliness, and state of repair of the facility. Incumbent implements Fisher House Program Manager's new procedures, regulations, and guidelines concerning operations; participates in activities that ensure the facility is in compliance with health, safety, privacy and sanitation rules and regulations. Incumbent is responsible for receiving, reviewing, tracking, and completing Fisher House consults. Incumbent reviews consults to ensure required information and documentation is recorded. Incumbent determines guest eligibility for lodging at the Fisher House per local and national criteria and completes the lodging request for eligible guests or denies the request and documents in the consult the reason the guests are ineligible for lodging. The incumbent will be required to maintain a schedule of room availability so as to maximize the room utilization to include cancellations and re-schedules. The incumbent is responsible for monitoring admissions and discharges closely to ensure accurate and effective room utilization. The incumbent is responsible for contacting Fisher House Guests by phone or mail to provide lodging reminders as well as sending notification of missed lodging. They will also maintain the Fisher House reservation spreadsheet with accuracy; including tracking the required call made on the business day before the Veterans' requested stay. Incumbent assists in the development and analysis of the Fisher House budget, including costs of daily operations, maintenance, and periodic refurbishment; reviews current expenditures for Fisher House operations and maintenance functions; estimating costs, and developing and managing the annual budget to accomplish the operations and functions. Ensures funds, equipment, and property are protected and accounted. Incumbent uses computer technology equipment (e.g., computers, multi-purpose document centers [copy, fax, print], scanners, phone) and software (e.g., Microsoft Office products, VISTA, CPRS) in the performance of office management duties. Incumbent serves as an alternate to conduct inventories for forms and supplies required by the department and staff to conduct operations and work. Incumbent submits supply requests per inventory needs and staff requests. The incumbent will assist the Fisher House Manger in recording and disseminating information to guests and interested parties and organizations. Incumbent coordinates actions as necessary with the Public Affairs Officer. Participates in designing and marketing activities and products that educate the public about the Fisher House mission and its interrelationship with VAPORHCS. The incumbent provides assistance to guests and patients by providing information on a wide range of support organizations in the local area to include alternative temporary lodging options (VA and non-VA) and local community support and recreational resources. Maintains effective working relationships with community organizations and promotes good relations between VAPORHCS and the community and represents VAPORHCS at various functions concerning the Fisher House. The incumbent identifies barriers to providing exceptional customer service by using customer feedback in planning and providing products and services to enhance the overall customer service experience of all stakeholders. Demonstrates cultural diversity awareness and sensitivity. Possesses understanding and sensitivity of socio-economic and cultural diversity and how those qualities affect guest's management of their loved one's care and their interactions with Fisher House staff and fellow guests. In the absence of the Fisher House Program Manager, the incumbent serves as Acting Program Manager in all aspects of the Fisher House program to include, but not limited to: enforcement of rules and regulations and address those who fail to follow established procedures; assists with managing all contracts relating to the Fisher House. Incumbent will also assume all responsibility for operations management during weekend shifts. Work Schedule: Monday - Friday, 7:30 am - 4:00 pm or Wednesday - Saturday 7:30 am - 6:00 pm. Compressed/Flexible: Yes, as listed in work schedule. Telework: Not Authorized. Virtual: This is not a virtual position. Position Description/PD#: Program Specialist/PD210460 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 within 30 days of the closing date of this announcement, 12/21/2023. 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 within 30 days of the closing date of this announcement. 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. 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: Minimum Qualifications, GS-9: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-7) 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 technical support; preparing correspondence; maintaining files/records; managing, compiling and tracking data; using qualitative and quantitative techniques for analyzing and measuring the effectiveness, efficiency, and productivity of a program; making recommendations on programs and policies to improve quality outcomes; implementing process improvement initiatives; applying knowledge of policies, regulations, and guidelines; and utilizing various software programs. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. Combinations of successfully completed graduate level education (beyond the first year) and specialized experience as described above, to meet the total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. This education must have been obtained in an accredited college or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. You will be rated on the following Competencies for this position: Computer SkillsCustomer ServiceDecision Making 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 physical demand is standing and sitting at a personal computer with intermittent walking, lifting, stooping, sitting, assisting guests with luggage, light items and light to moderate lifting (under 50 lbs.). 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 VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Wayne Newport
• Phone: 541-440-1000 X40116
• Email: [email protected]