Program Specialist

Baltimore, Maryland
Oct 27, 2021
Nov 03, 2021
Program Manager
Full Time

The incumbent refers matters to AECCC Leadership, as appropriate, and advises ACOS, AECCC on appointments and other commitments which may have bearing in future decisions for the Clinical Center. The incumbent ensures the ACOS, AECCC, is fully briefed on matters to be considered before scheduled meetings.

The incumbent keeps abreast of administrative aspects in the delivery of health care services to sustain compliance with Joint Commission, Office of
the Inspector General, federal and state laws, agency regulations (health, safety, budget, supply, personnel, etc.) and other elements inherent to the delivery of health care services. Independently responds to inquiries and problems brought to the ACOS, AECCC. Notifies appropriate individual(s)
for response and follows up to ensure deadlines are met.

The incumbent performs management and/or program support work, such as program or office planning, correspondence control, liaison, special projects, or board or committee related work. Incumbent shall type letters, memoranda, and reports generated by the ACOS or Deputy ACOS,
AECCC. All correspondence must be of superior quality.

The incumbent reads all outgoing correspondence directed through or initialed by the ACOS, AECCC, and Business Manager, AECCC for procedural and grammatical accuracy, ensuring that the correspondence is in conformance with general policy, and factual correctness. Deviations or
inadequacies that may be detected will be brought to the attention of the individual or office initiating the correspondence.

Incumbent will maintain a Government Purchase Card to manage and order office supplies, order and coordinate invoice payment for clinical services and items that are not purchased under the Total Supply Support Program. Incumbent manages office supplies and equipment by ensuring paper and
envelopes are ordered, copiers and printers are stocked with the proper supplies, and coordinates the service and repair of the copiers and printers.

Incumbent will enter Engineering Work Orders for various issues and request keys to offices and areas. Serves as the primary educational liaison with responsibilities to include being the Talent Management System (TMS) Coordinator for the AECCC and assists to manage upcoming training
requirements and generates reports on compliance with the organization's mandatory training.

Incumbent is responsible for inputting education and credit as appropriate in TMS in a timely manner. Incumbent serves the AECCC as one of the lead timekeepers responsible for coordinating and maintaining time and leave (T&L) records for all AECCC staff and independent contractors. Incumbent
ensures T&L exceptions are cleared as soon as possible and that time and leave are posted on a regular basis.

Incumbent serves as the Clinical Center ADPAC. Duties include support of all AECCC and VHA computer programs and applications. Incumbent provides IT application and Information Security support to the AECCC. In this role, the incumbent will be responsible for requesting access for new
users, menu modification, ensuring the timely termination of users, as well as responding to other routine, technical and non- technical request for information. Incumbent will complete IRM Trouble Tickets through the "yourIT" system.

Incumbent will serve as the Contracting Officer Representative COR) on any AECCC contract. Any new contractors that will be added during the contract the incumbent will be responsible for coordinating with Veteran Service Center and Medical Staff Office to ensure the new contractor
completes the credentialing process along with gaining access to VHA computer systems. As a COR, he or she will be responsible for ensuring invoices are processed in a timely manner. Finally, the incumbent will be responsible for reporting performance updates to the ACOS, AECCC.
As Program Specialist to the ACOS, AECCC, the incumbent serves as the primary contact for AECCC for the Equipment Inventory Listing (EIL) Reports.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday, 8:00am-4:30pm
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Program Specialist/PD19063O
Relocation/Recruitment Incentives: Not authorized
Permanent Change of Station (PCS): Not authorized
Financial Disclosure Report: Not required


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process
  • Participation in the seasonal influenza and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP)


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/05/2021.

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-07 position you must have served 52 weeks at the GS-05. 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-05) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Coordinating all requests for office supplies, services, materials and equipment inventory and maintenance for the command; Coordinates all communications, schedules, meetings, events, etc. for the command; and Assisting with all administrative tasks for a program.
    . OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 full year of graduate level education or superior academic achievement. OR,
  • Combination: Applicants may also combine education and experience to qualify at this level.
  • 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: Analyzes and evaluates administrative program requirements to include improving the accuracy and efficiency of involved processes; 2) Prepares periodic and/or ad hoc documentation, reports, presentations, and other administrative material; 3) Prepares, processes, revises, and maintains electronic and hardcopy correspondence, files, records, forms, reports, and other documentation; and 4) Develops, implements, and coordinates administrative processes, procedures, and actions to meet mission requirements. 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 year of graduate level education.
You will be rated on the following Competencies for this position:
  • Administration and Management
  • Communications
  • Managing Human Resources

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, although some physical effort may be required. The work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .


A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: . If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: .

Additional information

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

Similar jobs