Program Specialist

Full Job Description

The incumbent serves as the Program Analyst in the Research and Development (R&D) office at the Iowa City VA Health Care System (ICVAHCS).

The R&D office has the responsibility for planning, developing, and directing the administrative activities of a very large and complex R&D Program with an annual budget of over $20 million in all areas of research (biomedical, clinical, rehabilitation and health services).

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/24/2026.

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-09 position you must have served 52 weeks at the GS-08. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-08) in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Applied experience in identifying issues regarding administrative practices and procedures and making recommendations to resolve these issues.

Perform a variety of human resources related activities (for example, coordination and management of staffing needs, assisting in the recruitment process).

Provide assistance with policy development and records management. Due diligence in ensuring policies and standard operating procedures are compliant with regulations.

Experience developing, writing, and presenting reports.

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 is a non-bargaining unit position. VA offers a comprehensive total rewards package: VA Total Rewards Work Schedule: Monday - Friday 8:00 A.M. - 4:30 P.M.

Telework: This position is not eligible for telework.

Duty Location Status: Will work from a VA owned or leased space Position Description/PD#: Program Specialist/PD504590 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not Required This recruitment is for one position with the VISN 23 VHA Office of Research and Development (ORD).

Location is in Iowa City, IA.

Duties & Responsibilities: 1) Personnel Administrative Duties: Assessing, coordinating, and managing staffing needs for biomedical, clinical, and rehabilitation research programs.

Collaborating with approximately 35 principal investigators to ensure their staffing needs are met. Writing position descriptions and developing KSAs (knowledge, skills, and abilities).

Working with Human Resources for recruitment. Ensuring staffing needs align with budget constraints. Completing all 52's (requests or approvals for hiring, extensions, and resignations).

Collaborating with supervisors and principal investigators to determine performance standards. Ensuring completion of mid-point evaluations and performance appraisals annually for all employees.

Intergovernmental Personnel Agreements (IPA): Completing documentation required for IPA's with the affiliate university. Collecting salary information from the University of Iowa.

Preparing documents for signature and ensuring availability of adequate funding. Without Compensation (WOC) Employees: Coordinating and processing approximately 200 WOC employees.

Ensuring timely processing of WOC paperwork through Human Resources. Keeping track of appointment renewals and training status for WOC employees.

Ensuring completion of the close-out process before appointment term ends. Providing monthly reports to the Associate Chief of Staff for Research on WOC appointment status.

PIV System: Ensuring all employees (VA, IPA, WOC) have current PIV cards. Managing and sponsoring employees within the PIV system. Notifying VA police of access levels for each employee.

Monitoring and ensuring timely renewal of PIV cards. Information Technology and User Access Manager: Serving as ADPAC and providing user account support (set-up, configuration, troubleshooting).

Investigating and resolving workstation issues. Training users on research computer applications and proper usage.

Collaborating with the Office of Information Technology (OI&T) for non-standardized software implementations, updates, and troubleshooting. Entering help desk tickets for escalated issues.

Setting up shared team folders and coordinating CPRS training for human subjects research. Providing guidance on accessing VA sensitive information.

Records Management Functioning as the official records custodian, subject matter expert, and records liaison.

Managing records information life cycle including collection, maintenance, release, amendment, and disposition. Implementing the records management program within the R&D service.

Maintaining an accurate inventory of records. Providing staff training on records filing and disposition. Conducting regular internal records reviews.

Ensuring no federal records are removed by departing employees. Entering records inventory for storage items into the local Records Management Access Database.

Advising on maintenance and/or disposition of unscheduled records. Providing guidance on disposing or storing records upon the completion of the facility's mission and function.

Policy Development: Ensuring all policies and standard operating procedures (SOPs) are up-to-date and comply with federal regulations.

Covering a wide range of topics: human subjects, animal research, safety, research misconduct, etc. Understanding relevant federal regulations from AAHRPP, AAALAC, ORD, ORO, OLAW, and OHRP.

Training and informing personnel on regulation changes.

Animal, Safety and Human Subjects Research: Ensuring individuals involved in these research areas receive necessary training and meet set requirements. Managing credentialing and background checks.

Ensuring updated scopes of practice for all personnel. Monitoring and updating training status.

Providing monthly reports to the Associate Chief of Staff for Research on training and scopes of practice.

Media Development: Maintaining and updating the ICVAHCS Research and Development Service website. Highlighting ongoing research and providing public information related to the research program.

Developing and maintaining a monthly newsletter for research personnel. Including information on research policies, activities, funded investigators, and other relevant topics.

Other duties as assigned.