SummaryThe incumbent serves as a Program Specialist to the Chief, Surgical Service and Health System Specialist (HSS) VA Tennessee Valley Healthcare in providing program administration, clerical needs, and coordination of administrative needs for Service personnel. The incumbent providers clerical and administrative support needs for the service, which has training, patient care, research programs and outpatient clinics; all of which require coordination and/or oversight by the Chief Surgical Service.
DutiesHelp
The incumbent serves as an extension of the Service Chief and is a first echelon point of contact to resolve all administrative issues and problems. Responsible for coordinating administrative duties for the subsections to guarantee the primary goal of optimally delivering high quality health care to the Veterans. Expertise in broad administrative levels is required to assist in meeting the needs of the Service's long-range planning.
Duties include but not limited to:- Prepares reports, reviews, correspondence including assisting with completing all administrative projects requested of the Surgical Service. These documents may include spreadsheets, charts, graphs, and tables.
- Prepares and assists the Health System Specialist and Chief of Surgical Service in preparing management assessment reports by extrapolating data from data bases, written and oral reports.
- Prepares and assists in preparing contracts and sharing agreements for Surgical Services.
- Coordinates preparation for internal and external review programs (i.e., Joint Commission, IG). This includes completing the pre-survey questionnaires; updating and revising policy and procedures documents; and insuring service records are up to date.
- 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 of the Service Chief/HSS.
- Incumbent prepares drafts and guidance for the development/implementation of Surgical Service policies and procedures, which may be directed locally or from VCAO as they relate to patient care.
- Provides current information to the Service Chief/HSS concerning the many and various regulations and guidelines, which affect the operation of Surgical Service. Responsible for writing and updating Surgical Service's Office Procedure Manual. May devise and implement new office procedures.
- Coordinates administrative details and activities for the Service Chief/HSS, Section Chiefs and other Surgical Staff as needed.
- Establish and maintains liaison with professional and administrative personnel in all services of the facility and appropriate personnel.
- May be required to represent Service at meeting with administrative focus and bring findings back for implementation in the Service.
- Provides training to Surgical Service staff on new changes and expectation in administrative procedures.
- Prepares performance evaluations and reports; informs service employees of available training services and employee activities.
- Attend meetings of an administrative nature with department representatives outside of the service with, or in the stead of, the Service Chief and Health System Specialist.
- Responsible for ensuring that documentation of policy and procedural requirements of Surgical residents is accomplished.
- Will act as approving official on timekeeping entries in the absence of the Health System Specialist.
- Performs other duties as assigned.
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 7:00 am-3:30 pm
Telework: 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
/PD08501 and PD70880
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Authorized
Permanent Change of Station (PCS): Not Authorized
RequirementsHelp
Conditions of employment- You must be a U.S. Citizen to apply for this job
- Selective Service Registration is required for males born after 12/31/1959
- Subject to background/security investigation
- Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
- Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:
- your performance and conduct;
- the needs and interests of the agency;
- whether your continued employment would advance organizational goals of the agency or the Government; and
- whether your continued employment would advance the efficiency of the Federal service.
Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/06/2026.
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. The grade may have been in any occupation, but must have been held in the Federal service.
- 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.
In addition to the Time-in-Grade Requirements, you must also meet specialized experience.To qualify for this position at the GS-07 level, you must meet one of the following:- SPECIALIZED EXPERIENCE: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-5) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills, and abilities to successfully perform the duties as a Program Specialist. Qualifying specialized experience is defined as: Experience managing projects and developing programs with responsibility for data collection, management, and reporting and experience developing policies, reports and correspondence.
OR- EDUCATION: Successfully completed one (1) year of graduate level education or superior academic achievement. 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.
OR- COMBINATION: Combination of successfully completed graduate level education and specialized experience as described above, to meet the total experience requirements. Only graduate level education in excess of the amount required for the next lower grade level may be combined with experience. This education must have been obtained in an accredited college or university. Education cannot be credited without documentation. Experience must be clearly indicated in your resume.
To qualify for this position at the GS-09 level, you must meet one of the following:- SPECIALIZED EXPERIENCE: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills, and abilities to successfully perform the duties as a Program Specialist. Qualifying specialized experience is defined as: Experience managing projects and developing programs with responsibility for data collection, management, and reporting and experience developing policies, reports and correspondence.
OR- EDUCATION: 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.
OR- COMBINATION: 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.
Preferred Experience: Experience in surgery administration, completing OPPEs, clinic cancellations/modifications, performance rating assistance and working directly with clinical staff to relieve administrative burden.
You will be rated on the following Competencies for this position:
- Administration and Management
- Creative Thinking
- Customer Service
- Data 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: Work is in a combination of sedentary and non-sedentary, with some walking, standing, bending, and carrying 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/.
EducationA 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
Additional informationReceiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.
This job opportunity announcement may be used to fill additional vacancies.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
Expand Hide additional information
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
BenefitsHelp
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
