Supervisory Program Specialist (Clinical Administrative Specialist)

Full Job Description

This position is organizationally aligned under the Anesthesiology Division at the Clement J.

Zablocki Medical Center, Milwaukee, WI VHA Facility and provides administrative leadership to both the Divisions of Anesthesiology and Emergency Medicine.

The operational scope of the position, duties, and work assignments spans both divisions and includes one outpatient clinic, all of which require data analysis and recommendations that are used in support of clinical based decisions.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/08/2026.

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-11 position you must have served 52 weeks at the GS-9. 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-09 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Gathering information, identifying and analyzing issues and developing recommendations to resolve substantive problems of effectiveness, efficiency, productivity, and utilization.

Performing data analysis and recommendations that are used in support of clinical based decisions concerning the efficiency and effectiveness of clinical operations.

Adapting analytical techniques and evaluation criteria. Expertise in a wide variety of computer and data management packages and databases.

Knowledge of the range of national administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs including Advanced Principles and Strategies for Access improvement, JCAHO, VACAA Laws 203 and 303, Clinical Management Directive, Scheduling Directive, Consult and Telephone Access to Care Guidance, etc.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D.

or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree, or LL.M, if related.

This education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

(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 master's level is creditable. (TRANSCRIPTS REQUIRED).

You will be rated on the following Competencies for this position: Attention to Detail Critical Thinking Customer Service Data Management Education and Training Leadership Planning and Evaluating 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: Performance of the incumbent's duties may require extensive walking per day to meet with the VAMC Executive Leadership, Clinic Leads, Administrative Leads, MIS staff, and other clinic personnel.

Trips to satellite outpatient clinics are sometimes necessary and will involve transportation via station Government Owned Vehicle (GOV) or Privately Owned Vehicle (POV).

The work performed is of a precise nature requiring long periods of concentration that is often interrupted. Incumbent is often faced with changing priorities and with meeting 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:

Provides assessment and recommends the improvement of complex management decisions.

Evaluates and advises on the methods and procedures within the Divisions for providing administrative support systems such as records, communications, directives, forms, files, and documentation.

Identifies and develops data required for use in the management and direction of Division level programs.

Conducts studies of employee/organizational efficiency and productivity and recommends changes or improvements in organization, staffing, work methods and procedures.

Develops analysis of assessment and/or improvement of work methods and procedures, organizational structures, manpower utilization, distribution of work assignments, delegations of authority, management controls, information and documentation systems, and similar management functions.

Advises on the distribution of work among positions and organizations and the appropriate staffing levels and skills mix.

Facilitates the development and maintenance of quality improvement/performance plan to include reviewing and appraising the effectiveness of each phase of patient administrative activity; including analyzing and reporting findings to management, utilizing information gathered to make necessary improvement; and providing implemental solutions to problems noted in reviews.

Reviews/prepares reports, including VSSC reports, working collaboratively with others in the organization.

Assists the Division Managers with preparation and review of the Annual Budget, serving as the approving official, monitoring overtime, data collection and workload statistics.

Establishes documentation of administrative procedures and performance standards, and serves as the Division Managers' agent for career development of supervisors and employees.

Participates in the formulation and review of directives pertinent to both professional and administrative activities of the Divisions. Manages the shift schedule for the Emergency Medicine providers.

Provides administrative support relating to Medical College of Wisconsin (MCW) and interacts directly with Administrators at MCW, particularly when identifying facility needs and "right-sizing" the number of eighths of our part time physicians to meet facility needs.

Work Schedule: Monday-Friday / 8am - 4:30pm Virtual: This is not a virtual position Position Description/PD#: Supervisory Program Specialist (Clinical Administrative Specialist)/PD18185O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized *NOTE* Selectee may be required to serve a Supervisory Probation Period.