Program Specialist

U.S. Department of Veterans Affairs; New Albany (IN); Hybrid; USD 60,000 - 85,000; Full time

Job summary

U.S. Department of Veterans Affairs is seeking a Program Specialist within the Primary Care Service to provide administrative and operational support across multiple Community Based Outpatient Clinics (CBOCs) in Kentucky and Indiana, including New Albany, IN.

The role emphasizes data analysis, reporting, and process improvement to ensure efficient clinic operations and regulatory compliance under VA policies. Telework may be authorized ad hoc, with standard Monday–Friday scheduling.

Qualifications

• One year of specialized experience equivalent to the next lower grade GS-7.
• Graduate level education leading to a master's or equivalent graduate degree (Transcript required).

Responsibilities

• Provides comprehensive program coordination, data management, workflow support, and analytical assistance.
• Monitors program outcomes and identifies opportunities for improving efficiency or quality.
• Assists leadership with backlog reduction plans and consult management processes.
• Supports clinic operations across eight CBOCs and collaborates with leadership and staff.

Skills

Specialized experience GS-7 equivalent

Education

Graduate level education leading to master's degree or higher

Job description

Summary

The Program Specialist serves as a key administrative and operational support professional within the Primary Care Service. Primary Care oversees a network of eight geographically dispersed Community Based Outpatient Clinics (CBOCs) across Kentucky and Indiana - including Stonybrook - Greenwood - and Newburg within the greater Louisville area; Grayson County - KY; Fort Knox - KY; Carroll County - KY; Scottsburg - IN; and New Albany - IN.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/06/2026. 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-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: 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: Collecting - analyzing - and organizing program data to support decision making - compliance - and reporting requirements. Preparing routine and special reports related to clinic operations - access metrics - quality indicators - and performance measures. Monitoring program outcomes and identifying opportunities for improving efficiency or quality. Monitoring performance metrics - staffing requirements - equipment necessities - ensuring stakeholder engagement - and addressing environmental care concerns. Knowledge of the principles and practices associated with managing complex health care delivery systems. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed graduate level education in an accredited college or university that leads to a master's or equivalent graduate degree or two (2) full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D. Such education must demonstrate the knowledge - skills - and abilities necessary to do the work. (Transcript Required) OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have the combination of graduate level education in excess pf the first year and the specialized experience that is related to the occupation and grade being filled. (Transcript 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/.

Duties

• The Program Specialist serves as a key administrative and operational support professional within the Primary Care Service
• Provides comprehensive program coordination - data management - workflow support - project oversight - and analytical assistance to ensure efficient clinic operations and compliance with VA policies - standards - and regulatory requirements
• The position plays a critical role in supporting leadership through research - tracking performance indicators - ensuring program integrity - overseeing outpatient clinic services - and assisting with continuous improvement activities
• Major duties include but are not limited to: Ensures continuity of service delivery - facilitates communication between clinic teams and leadership - and supports the effective functioning of clinical and administrative programs within these geographically distributed locations
• Provides administrative and operational support for clinical programs - coordinating activities across multiple functional areas
• Assists in planning - implementing - and evaluating program processes - ensuring alignment with service objectives and regulatory requirements
• Manages day-to-day administrative tasks - including documentation - reporting - scheduling - communication tracking - and workflow optimization
• Supports the acquisition of supplies - equipment - and services for the Robley Rex VA Medical Center and assists in developing plans for the effective utilization of clinic space
• Coordinates moves - relocations - and the activation of new programs in collaboration with Primary Care leadership
• Collaborates with colleagues within the facility to resolve patient care issues - including those that cross over service line including patient complaints - clinic waiting times - missed opportunities - clinic access - etc Supports Service Leadership and assists with timecards to review and ensure that providers have entered their leave into GovTA/VATAS and verify that entries align with clinic cancellation requests submitted in LEAF
• Communicates appropriate clinic requests to all stakeholders to ensure clinics are managed timely
• Promptly reports all accidents and notify the Associate Chief of Staff - Primary Care (ACOS) of any unsafe/unhealthful conditions in the workplace
• Represents Primary Care Service at designated medical center committees and taskforces - providing input and communicating its views and consensus to other service lines - programs - outside agencies - and visitors as appropriate
• Assist with pulling and analyzing reports related to provider clinic utilization
• Assist with implementing plans developed by Service Leadership on backlog reduction plans when delay is occurring - and supply is equal to or less than demand
• Assist with the consult management process [education on consult reports - consult business rule implementation - understand types of consults and process and policy variations - participate in consult COP (local and national) - coordinate development of Care Coordination Agreements
• Serve as subject matter expert to clinic teams/staff/leadership in advanced clinic access principles - data reports and tools
• Promotes and enforces compliance with access targets - measures - metrics - policies - etc
• Provide ongoing training and process improvement recommendations for clinical staff development in collaboration with Service Leadership and Group Practice Manager
• Review clinic profiles on a regular basis and update as appropriate
• Collects - analyzes - and organizes program data to support decision making - compliance - and reporting requirements
• Prepares routine and special reports related to clinic operations - access metrics - quality indicators - and performance measures
• Supports leadership in monitoring program outcomes and identifying opportunities for improving efficiency or quality
• Oversight responsibilities include - but are not limited to - monitoring performance metrics - staffing requirements - equipment necessities - ensuring stakeholder engagement - and addressing environmental care concerns
• Perform other duties as assigned
• Work Schedule: Monday-Friday 0800-1630 Telework: This position may be authorized for ADHOC telework
• Telework eligibility will be discussed during the interview process
• Virtual: This is not a virtual position
• Position Description/PD#: Program Specialist/PD40435-A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized