Program Specialist

Full Job Description

This position is located in the Health Administration Service (HAS) of the Tomah VA Medical Center (VAMC), Tomah, Wisconsin, a Complexity Level 3 facility.

The primary purpose of this position is to implement ongoing scheduling training programs for HAS personnel as well as for staff within other services.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/27/2026.

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: Skills in applying analytical and evaluative techniques; Skills in finding resolution of issues or problems; Skills in scheduling procedures and audits and workloads; Skills in scheduling directives and provision related to computer-based medical systems to perform systematic reviews of information and data; Skill in running specialized reports; Skill in developing and modify and evaluate training presentations, plans, instructions, materials and aids, and ability to coordinated with the facility Education Department or other facility subject matters.

Evidence of specialized experience must be supported by detailed documentation of duties performed in positions held. Please provide such documentation on resume.

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

To qualify based on education for this grade level you must have a masters or equivalent graduate degree, or successful completion of two (2) years of progressively higher-level graduate education leading to such a degree, or LL.B or J.D., if related, obtained in an accredited college or university, may be substituted to qualify for the grade 9, Program Specialist position.

Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the position and been obtained at an accredited college or university.

One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one (1) year of full-time study.

If that number cannot be obtained from the school, 18 semester hours will be considered an academic year of graduate study.

Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. NOTE: TRANSCRIPTS REQUIRED.

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.

You will be rated on the following Competencies for this position: Communication Database Administration Technology Application 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 mainly sedentary with little need for physical exertion. The environment involves everyday risks and normal safety precautions inherent in an office setting.

The work environment is fast-paced and requires meeting numerous deadlines.

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:

The Program Specialist serves as the integral link between the Medical Support Assistants, and other services that use Veterans Information Systems and Technology Architecture (VistA) packages, etc.

to perform their duties and have scheduling keys. The position reports to the Assistant Chief of HAS and assists the Chief in providing oversight, support, evaluation of the training program.

Major duties: Modifies, develops local teaching aids for and administers training programs for the scheduling staff and supervisors throughout the facility and tailors training for local needs and specific areas.

Coordinates orientation activities and prepares material to educate new and experienced scheduling employees with the organization's mission, structure, history, objectives and policies of scheduling and high-level customer service.

Develops, reviews, analyzes, implements, and conducts training based on facility needs and performs analysis of audit findings related to scheduling, consult management, insurance capture, recall reminders, return to clinic orders, open encounters and beneficiary travel as it relates to scheduling.

Assesses training and education efforts to determine the effectiveness of the training program while keeping abreast of any changes or updates to directives related to scheduling.

Provides management with periodic reports on the status of the training and an analysis of the effectiveness and capacity of the training program in achieving agency objectives and policies.

Participates in all phases of training, developmental planning, implementation and evaluation, short and long range, and serves as the point of contact for routine development and one-on-one training matters.

Develops facility training plans, as well as a monthly training calendar of the days, times, and locations of training programs for the facility scheduling staff and supervisors.

Facilitates the development and maintenance of Standard Operating Procedures (SOPs) associated with scheduling training curriculum.

Serves on facility VISN-wide committees and represents HAS operations, providing information and assistance as needed.

Work Schedule: Full time, Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist/PD18179O Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required