Program Specialist

Full Job Description

The Program Specialist works under the Office of the Chief of Staff (COS), which is central to the mission and function of the VA San Diego Healthcare System (VASDHS).

This office plays a lead strategic role in the effective management of patient care, education, and research for VASDHS.

The incumbent of this position participates in vital management and planning activities of the service under the direct supervision of the COS Supervisory Health System Specialist (HSS).

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/06/2026.

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-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.

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-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: personnel management functions, developing and maintaining databases and spreadsheets, preparing and assembling charts, graphs, data reports, narrative and statistical materials utilizing various computer software applications, recommending methods, procedures, processes as appropriate to meet organizational expectations, and researching, collecting, analyzing, interpreting and developing documentation for special projects.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B.

or J.D., if related. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond 1 full year of graduate level education.

Best Qualified: Experience in executive assistant/secretarial level administration (managing calendars, taking/preparing minutes, coordinating travel, drafting correspondence, tracking actions, etc.) Experience in the healthcare setting Experience within VHA Experience with customer/patient relations (customer service) Strong computer skills including the use of Outlook, Word, Excel and PowerPoint.

Experience managing funds and utilizing a purchase card. Experience in timekeeping systems and procedures.

You will be rated on the following Competencies for this position: Administration and Management Manages and Organizes Information Planning and Evaluating Technical Credibility 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: Work is typically performed in an adequately lighted and climate controlled office setting and conference rooms.

The office space may be shared with other staff from the area and/or with similar duties. On a regular basis, the incumbent travels within the medical center to attend meetings.

Occasionally the incumbent may be required to travel for training opportunities. The work requires some physical activity such as walking, standing, bending and/or carrying of light objects.

Operation of a computer and other office machines is necessary.

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:

Major duties include, but are not limited to: Planning, developing, and implementing programs in compliance with the requirements of the service, the facility, and external stakeholders to ensure continuous improvement of organizational processes, facilitating compliance with VA, Veterans Health Administration (VHA), and Veterans Integrated Service Network (VISN) 22 guidelines, rules, and expectations, and to enhance throughput throughout VASDHS Developing training materials, presentations and information packages for the programs, which are varied and complex, and permeate VASDHS Serves as the facility's Medical Executive Council (MEC) Coordinator responsible for managing all aspects of this large, high profile, bi-monthly council and is the subject matter expert for all aspects of this body.

Maintains minutes of the Council's decisions, prepares reports for the COS to present to the MEC, and maintains the spreadsheets, reports, graphs, and other documents and applications related to this program.

Responsible for personnel management functions including recruitment, classification, staffing, employee relations, the performance appraisal process, employee awards, pay/leave administration, training, travel, EEO programs, workman's compensation, and performing necessary research related to human resources management issues.

Develops and maintains databases, spreadsheets, and statistics related to programs within incumbent's span of control Submits equipment requests and conducts/coordinates annual equipment inventory Other duties as assigned Work Schedule: Monday-Friday, 7:30am-4:00pm Compressed/Flexible: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist/PD103180 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized