Program Specialist

Summary

Program Specialist

The Program Specialist position is located within the Office of the Associate Chief of Staff (ACOS) for Medicine Specialty Service at John Cochran Medical Center within VA Saint Louis Health Care System. The primary purpose of the position is to support the ACOS program office and is responsible for the overall management, control, and execution of assigned projects, tasks, program analysis, and office administration for Medicine Service and its subordinate sections. Position serves in a dual analytical and administrative support capacity - functioning as a program analyst responsible for research, regulatory compliance, controlled correspondence, and program/project management support for the ACOS, while also serving as the principal administrative and program support official for the office. The incumbent provides advanced-level administrative, analytical, and confidential assistance to the ACOS, Deputy ACOS, Administrative Officer, and Section Chiefs, combining program analysis with full-scope executive office support functions. Duties include, but are not limited to:

1. Serves as point of contact for relevant internal committees and external program/network contacts; provides data to assist with short-turnaround projects from the Chief of Staff's office, Congressional inquiries, and other high priority sources; coordinates preparation for and actively participates in VISN Council, committee, and workgroup meetings (MERC, CPRC, Cancer Committee), preparing agendas, recording minutes, and tracking action items.
2. Provides high levels of customer service internal and external to Medicine Service; communicates on behalf of and may represent the ACOS at internal and external meetings; responds to inquiries from subordinate service lines, labor, and management.
3. Maintains basic understanding of Labor-Management relationships including collective bargaining agreements, employee rights, and safety reporting requirements; identifies and schedules appropriate stakeholders for Labor-Management meetings; collaborates with Medicine Service staff, Labor partners, and management as required.
4. Performs research and compiles data from various sources (SEPG, VATAS, VSSC, DSS, manual reports) including equipment procurement lists, staffing reports, budget figures, patient access metrics, workload reports, and compliance data; prepares written products including findings and conclusions to support leadership decision-making and accreditation review preparation.
5. Analyzes, evaluates, and recommends modes of training delivery for Medicine Service staff; serves as SME for training delivery methods; creates curricula, schedules offerings, creates learning evaluations, assigns and records learning, registers participants, and runs/schedules/saves reports; assists leadership in development of program protocols and tracks compliance and acknowledgment across Medicine Service sections.
6. Performs general office work including answering calls, drafting replies, maintaining files, transcribing meeting minutes, identifying action items, and developing automated administrative reports; applies knowledge of database and desktop-publishing capabilities to design data-entry/retrieval structures and enhance presentation of reports.
7. Serves as Contracting Officer's Representative (COR); monitors contractor performance and deliverables, certifies compliance with contract terms, and resolves performance issues in coordination with the Contracting Officer across a portfolio of 14 contracts.
8. Researches and drafts responses to controlled communications including FOIA requests, Privacy Act requests, VA OIG status reports, OIG/GAO briefings, and congressionally mandated reports for ACOS final approval; maintains a current library and database of evidence-based industry best practices relevant to Medicine Service program compliance.

The full performance level of this position is GS-9.

Work Schedule: Full Time, Mon-Fri 7:30 a.m. - 4:00 p.m. Schedule is subject to change based on the needs of the health care system.

Telework: Ad hoc per Agency policy.

Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist/ PD105680

Relocation/Recruitment Incentives: Not authorized.

Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.

Job Description

Program Specialist

The Program Specialist position is located within the Office of the Associate Chief of Staff (ACOS) for Medicine Specialty Service at John Cochran Medical Center within VA Saint Louis Health Care System. The primary purpose of the position is to support the ACOS program office and is responsible for the overall management, control, and execution of assigned projects, tasks, program analysis, and office administration for Medicine Service and its subordinate sections. Position serves in a dual analytical and administrative support capacity - functioning as a program analyst responsible for research, regulatory compliance, controlled correspondence, and program/project management support for the ACOS, while also serving as the principal administrative and program support official for the office. The incumbent provides advanced-level administrative, analytical, and confidential assistance to the ACOS, Deputy ACOS, Administrative Officer, and Section Chiefs, combining program analysis with full-scope executive office support functions. Duties include, but are not limited to:

1. Serves as point of contact for relevant internal committees and external program/network contacts; provides data to assist with short-turnaround projects from the Chief of Staff's office, Congressional inquiries, and other high priority sources; coordinates preparation for and actively participates in VISN Council, committee, and workgroup meetings (MERC, CPRC, Cancer Committee), preparing agendas, recording minutes, and tracking action items.
2. Provides high levels of customer service internal and external to Medicine Service; communicates on behalf of and may represent the ACOS at internal and external meetings; responds to inquiries from subordinate service lines, labor, and management.
3. Maintains basic understanding of Labor-Management relationships including collective bargaining agreements, employee rights, and safety reporting requirements; identifies and schedules appropriate stakeholders for Labor-Management meetings; collaborates with Medicine Service staff, Labor partners, and management as required.
4. Performs research and compiles data from various sources (SEPG, VATAS, VSSC, DSS, manual reports) including equipment procurement lists, staffing reports, budget figures, patient access metrics, workload reports, and compliance data; prepares written products including findings and conclusions to support leadership decision-making and accreditation review preparation.
5. Analyzes, evaluates, and recommends modes of training delivery for Medicine Service staff; serves as SME for training delivery methods; creates curricula, schedules offerings, creates learning evaluations, assigns and records learning, registers participants, and runs/schedules/saves reports; assists leadership in development of program protocols and tracks compliance and acknowledgment across Medicine Service sections.
6. Performs general office work including answering calls, drafting replies, maintaining files, transcribing meeting minutes, identifying action items, and developing automated administrative reports; applies knowledge of database and desktop-publishing capabilities to design data-entry/retrieval structures and enhance presentation of reports.
7. Serves as Contracting Officer's Representative (COR); monitors contractor performance and deliverables, certifies compliance with contract terms, and resolves performance issues in coordination with the Contracting Officer across a portfolio of 14 contracts.
8. Researches and drafts responses to controlled communications including FOIA requests, Privacy Act requests, VA OIG status reports, OIG/GAO briefings, and congressionally mandated reports for ACOS final approval; maintains a current library and database of evidence-based industry best practices relevant to Medicine Service program compliance.

The full performance level of this position is GS-9.

Work Schedule: Full Time, Mon-Fri 7:30 a.m. - 4:00 p.m. Schedule is subject to change based on the needs of the health care system.

Telework: Ad hoc per Agency policy.

Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist/ PD105680

Relocation/Recruitment Incentives: Not authorized.

Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.