Program Specialist

U.S. Department of Veterans Affairs; Chicago (IL); On-site; USD 69,000 - 90,000; Full time

Job summary

Veterans Health Administration at Jesse Brown VA Medical Center in Chicago seeks a Program Specialist to provide administrative, technical and program coordination support for Surgical Service Residency and Medical Student Programs.

The role includes onboarding, credentialing, rotation scheduling, and regulatory compliance tasks to ensure smooth operations and high-quality trainee experiences. Requires 1–2 years in residency coordination and healthcare admin support.

Qualifications

• 1–2 years of Residency Coordination in a high volume environment or similar.
• Experience providing administrative and technical support in a healthcare setting including EHR functions, program analysis and process improvement.

Responsibilities

• Coordinates and manages daily operations of the Surgical Service Residency and Medical Student Programs, serving as liaison between VA Departments, affiliated academic institutions, program leadership and health professional trainees.
• Facilitates trainee onboarding and orientation, including required documentation, credentialing, system access, mandatory trainings, clinical rotation readiness and out-processing in accordance with VA policies and procedures.
• Performs administrative reviews, preparing reports, monitoring program activities and evaluating operational effectiveness and recommending improvements to administrative processes, procedures and internal controls.
• Coordinates Surgical Service administrative operations, including physician and resident on-call schedules, clinical coverage updates, employee timekeeping support and communication with clinical staff and leadership.
• Serves as the ADPAC coordinating system access, user permissions, software requests, PIV Sponsor and providing training.

Skills

Residency Coordination

Administrative support

Technical support

Education

Transcript required

Foreign education evaluation (if applicable)

Tools

ADPAC

EHR systems

Job description

• Department: Department of Veterans Affairs
• Schedule: Monday - Friday 8:00am- 4:30pm

This position is located at the Jesse Brown VA Medical Center, Chicago, IL and is organizationally aligned under the Surgical Service Line. This position provides comprehensive administrative, technical and program coordination support to Surgical Service , including residency and medical student programs, clinical applications, daily operations, and ADAPC duties.

Key Responsibilities

The incumbent serves as a Program Specialist within Surgical Service at Jesse Brown VA Medical Center, The position provides comprehensive administrative, technical and program coordination support for Surgical Service Residency and Medical Student Programs, Clinical applications, personnel activities and service operations.

Duties Include Coordinates and manages daily operations of the Surgical Service Residency and Medical Student Programs, serving as the liaison between VA Departments. affiliated academic institutions, program leadership and Health Professional Trainees (HPTs).

Facilitates trainee onboarding and orientation, including required documentation, credentialing, system access, mandatory trainings, clinical rotation readiness and out-processing in accordance with VA policies and procedures. Serves as the Education Activity records (EARs) Liasion coordinating resident rotation schedules, leave, conferences, examinations and educational records while ensuring accurate documentation and compliance with program requirements.

Performs administrative reviews, preparing reports, monitoring program activities and evaluating operational effectiveness and recommending improvements to administrative process, procedures and internal controls. Coordinates Surgical Service administrative operations, including physician and resident on-call schedules, clinical coverage updates, employee timekeeping support and communication with clinical staff and leadership.

Serves as the Automated Data Processing Application Coordinator (ADPAC), coordinating system access, user permissions, software requests, PIV Sponsor and providing technical guidance and training. Provides comprehensive administrative and program support, coordinating surgical service meetings, residency program materials, and special projects to enhance service efficiency and regulatory compliance. Perform all other duties as assigned.

Highly Desired Experience : 1 - 2 years of Residency Coordination in a high volume environment or similar. Experience providing administrative and technical support in a healthcare setting including EHR functions, program analysis and process improvement. Work Schedule: Monday-Friday 8 am-4:30pm Virtual: This is not a virtual position.

Position Description/PD#: 123160 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not authorized

Requirements & 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $68999 – $89703/yr.

What is the application deadline?

Applications close on 2026-11-13.

What is the work schedule?

This is a Monday - Friday 8:00am- 4:30pm position.

Who is eligible to apply?

This position is open under the 'Fed Internal Search' hiring path.