Program Analyst

Full Job Description

The VA Northeast Ohio Healthcare System is recruiting for a Program Analyst. The Program Analyst will function in Dental Service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/10/2026.

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-07 position you must have served 52 weeks at the GS-05; for a GS-09 position you must have served 52 weeks at the GS-07.

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.

You may qualify based on your experience as described below: GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: coordinating multiple schedules; knowledge of timekeeping policies and procedures; creating and analyzing reports; knowledge of medical terminology; ability to communicate effectively with individuals at all professional levels and from a diverse range of backgrounds, both orally and in writing; knowledge of proper grammar, spelling, punctuation, and format; and a working knowledge of personal computers and software applications, including VA specific applications GS-09 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: coordinating multiple schedules; knowledge of timekeeping policies and procedures; creating and analyzing reports; knowledge of contracting policies and principles; experience in financial analysis and budgeting; preparing and submitting requests for recruitment, promotions, reassignments, and disciplinary actions; knowledge of medical terminology; ability to communicate effectively with individuals at all professional levels and from a diverse range of backgrounds, both orally and in writing; knowledge of proper grammar, spelling, punctuation, and format; and a working knowledge of personal computers and software applications, including VA specific applications.

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 work is sedentary. Typically, the employee sits comfortably to do the work.

However, there may be some walking; standing; bending; carrying of light items such as papers, books, records, or driving an automobile, etc.

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/.

Major Duties:

This position in the Dental Service at the VA Northeast Ohio Healthcare System, Louis Stokes Cleveland VA Medical Center, supports the Chief of Dental Service.

The Program Analyst manages office activities under the Administrative Officer Clinic Supervisor to meet the Dental Clinic's administrative needs.

They aid a complex clinic in the Northeast Ohio region, planning and managing resources for safe and effective patient dental care.

Responsibilities include office management, data analysis, and technical support, coordinating administrative services' functions affecting patient care, including Dental & Surgical Specialties and Dental Radiography.

The incumbent works extensively with other Medical Center patient care services, the Director's Office, Office of the Chief of Staff, PCAS, Human Resources, Material Management, Fiscal, Facilities Management, OI&T, and other support services.

Key responsibilities involve report generation, analysis, quality management, clinic coordination, administrative support, and program coordination.

Running day-to-day reports for all Dental programs by extracting workload from National VHA and VISN databases.

Analyzing data and performing statistical calculations and developing reports using the following VA programs; VISTA, CPRS, VSSC, DSS.

Receiving, analyzing and disseminating reports to staff to communicate status of work processes. The incumbent is the secondary Dental contact for all Dental inquires.

Incumbent must be able to communicate with clinical providers from a wide array of specialties, and schedule consult requests for Dental services.

Coordinating the Dental schedules requires constant communication with Dentists, Hygienists and Oral Surgeons must also communicate with PCAS clerks each day.

Incumbent will be required to record, and relay messages and/or redirect calls as necessary. Incumbent must also refer urgent messages to the Administrative Officer and Service Chief.

The incumbent is part of the interdisciplinary team that addresses daily coordination issues, such as case movement and staff assignment changes for emergent procedures.

They participate in daily huddles with the clinical team to discuss and resolve patient flow and service-related concerns, manage facility coverage, and assign Dental consults to providers.

As the primary timekeeper and ADPAC for the Dental Clinic, the incumbent will enter time and attendance data for staff leave after supervisory approval.

They support Dental Service operations, input work orders, remedy tickets, and electronic equipment requests, and may be assigned various other administrative tasks by Anesthesiology management.

The incumbent tracks administrative absences for clinical education units (CEUs) within the Dental department, recording the AA leave used and the CEUs obtained.

Additionally, they serve as the primary PIV Sponsor for the Dental Clinic, handling sponsorship for new or replacement PIV cards.

Incumbent will be responsible for setting and maintaining par levels, as well as monitoring outdates and rotating stock appropriately.

Incumbent is also responsible for coordinating with Dental Consultants for training of Dental Residents.

Incumbent will be responsible for ensuring that Dental Clinic has adequate and up to date equipment necessary for all Dental procedures., to include but not limited to Dental implants Dental membranes.

This process saves time and prevents surgical delays for anomalies that must be addressed prior to surgery.

The incumbent will coordinate with the Oral Surgery nurse and Lead Oral Surgery Assistant, to ensure the facilities have the current equipment.

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: 8:00am - 4:30pm Monday - Friday Compressed/Flexible: May be available at supervisor discretion Telework: May be eligible for adhoc telework within agency policy and will be discussed in interview.

Virtual: This is not a virtual position.

Position Description/PD#: Program Analyst/PD91564O and PD91565O Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized