Supervisory Program Specialist

Full Job Description

This position serves as the Supervisory Program Specialist within the Medical Administration Service at the Oklahoma City VA Health Care System and functions as the key driver for developing, maintaining, and enhancing the Veteran centeredness of systems including changes in the environment to ensure an exceptional Veteran experience.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/01/2026.

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-12 position you must have served 52 weeks at the GS-11. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Advanced knowledge of management techniques to identify, consider, and resolve issues or problems; ability and resourcefulness to engage in analytical, financial, statistical, and quantitative problem solving and analysis; knowledge of mathematical procedures, quantitative, statistical, and analytical methodologies, and an understanding of accounting procedures and principles; comprehensive knowledge of VHA Federal and agency regulations and directives as well as organizational specific directives, programs, and missions to understand their impact on programs; knowledge of management evaluative techniques (qualitative and quantitative) in order to conduct complex analyses of the patient enrollment and information operations and to ensure efficiencies of economy while focusing on accuracy and consistency; knowledge of operating guidelines governing administrative programs to help initiate program changes; skill in briefing managers and in communicating tentative recommendations regarding efficiency in program operations; knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations carried out by administrative or professional personnel; knowledge of the Oklahoma City VA Health Care System computer system and the many menus and data bases containing patient information; advanced knowledge of applicable public laws, federal and policies and regulations, station directives, legal decisions, and state laws dealing with care and treatment of veterans and beneficiaries; working knowledge interpreting rules, regulations, policies, and procedures to make sound decisions, using good judgment; ability to identify and analyze complex problems or situations with a range of variables; advanced knowledge of medical and administrative records systems to determine eligibility, register/admit patients, schedule/adjust tours of duty for staffing purposes, and to retrieve information and prepare reports; advanced working knowledge of safety and fire prevention rules and regulations of facility and community disaster plans and procedures; advanced knowledge of medical and technical terminology and the functions of specialty departments and divisions within a medical center; advanced working knowledge to identify and analyze complex problem or situations with a wide range of variables; advanced working knowledge to cope with problems and initiate resolution while working independently and with minimal or no supervision.

You will be rated on the following Competencies for this position: Computer Skills Leadership Personnel and Human Resources Writing 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 primarily sedentary, requiring no special physical demands. No excessive physical demands are required.

The incumbent must be able to move about freely to various locations throughout the health care system.

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 Supervisory Program Specialist has the charge of molding new processes and practices of healthcare, that begins and ends with the Veteran through provision of training, tools, and systems to deliver, demonstrate, and study outcomes.

Duties and responsibilities include, but are not limited to: Oversees the daily operations of the unit, ensures that agency policies and procedures are being followed, develops performance standards, and evaluates work performance of subordinates.

Operationally manages all administrative functions of each element of the department, to include Fiscal, Supply, Compliance, Human Resources, Recruitment, Quality management and Patient Satisfaction, Accreditation, Strategic Planning, Analytics, and Contract Management.

Identifies, acquires, and retains the resources necessary to accomplish the highly scrutinized and critical outcomes of the service, to include personnel, funding, equipment, space, information technology, systems, and structures.

Reviews and analyzes memoranda, regulations, and policy statements issued by VA, VHA, VISN 19, and VAOKCHCS.

Serves as the subject matter expert in the area of compliance and ensures that policies and procedures are in line with national policy and law.

Reviews and approves organizational changes, position descriptions, and individual performance standards.

Functions as the Service Recovery Liaison for the service, to include resolving patent complaints and issues, and coordination of care with multiple hospital services or community partners to resolve issues that may arise.

Assures adherence to Joint Commission and VA/VAOKCHCS standards as well as to identify problems or deficiencies.

Provides instruction to others on Patient Experience, Customer Experience using High Reliability Organization training and Lean Six Sigma or other improvement methodologies, principles, and tools through formal classroom instruction or small group mentoring.

Promotes an organization-wide approach to Veteran-centeredness and engagement.

Coordinates preparation for Service-based Joint Commission inspections, Office of the Inspector General (OIG) inspections, and VA System-Wide Ongoing Assessment site visits.

Coordinates ongoing data collection and performs analysis to determine optimal organizational performance. Coordinates all initial and post project purchases and requirements.

Work Schedule: Monday-Friday, 7:30am-4:00pm Virtual: This is not a virtual position.

Position Description/PD#: Supervisory Program Specialist/PD144360 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized