Program Specialist - Primary Care Clinic

Summary

The position serves as a key administrative and operational support professional within the Primary Care Service Line at the Robley Rex VA Medical Center in Louisville, KY.

Duties

• ***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** MAJOR DUTIES: 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. Supports leadership by performing research, tracking performance indicators, ensuring program integrity, overseeing outpatient clinic services, and assisting with continuous improvement activities. Supports administrative operations, coordination, and workflow oversight across a multisite clinic structure. Ensures continuity of service delivery, facilitates communication between clinic teams and leadership, and supports the effective functioning of clinical and administrative programs within multiple geographically distributed locations. Provides administrative and operational support for clinical programs. Coordinates activities across multiple functional areas. Assists in the planning, organization, development, direction, and assessment of clinic operations. 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 medical center and assists in developing plans for the effective utilization of clinic space. Reviews all requests for medical supplies, office supplies, expendable equipment, non-expendable equipment, building issues or request, security concerns, and notifies the appropriate leadership channels. Acts as an extension of leadership and collaborates with colleagues within the facility to resolve patient care issues, including those that cross over service lines. This includes issues within patient complaints, clinic waiting times, missed opportunities, clinic access, etc. Coordinates all data validation programs. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00 a.m. to 4:30 p.m. Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process.

Qualifications

SPECIALIZED EXPERIENCE: One (1) year of specialized experience equivalent to the next lower grade level (GS-7) in the Federal service. Specialized experience is experience providing administrative and operational support for a clinical program or health care delivery system. Examples of qualifying experience include but are not limited to scheduling and workflow coordination, quality control (e.g., patient complaints, clinic waiting times, and access issues), and data management. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: Successful completion of a master's degree or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree. OR COMBINING EDUCATION AND EXPERIENCE (Transcript Required): A combination of specialized experience and graduate education as described above may be used to meet the total qualification requirements. 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

IMPORTANT: 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/.

Requirements

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work is primarily sedentary and performed at a desk, although some walking, standing, bending, and movement throughout the CBOCs or facility is required. The incumbent must be able to move between offices, clinical areas, and meeting spaces to assist staff, gather information, participate in discussions, and support operational needs. Occasional lifting or carrying of light items such as files, binders, or office supplies may be necessary. No special physical demands are required, but the position does involve regular computer use, extended periods of sitting, and routine engagement in a busy office environment. 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 identification 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) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Grade: GS 9. . Telework eligible. Apply by 2026-11-10 on USAJOBS.