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Program Specialist (Supervisory)
Veterans Health Administration · Posted 6 days ago
On-site Palo Alto, CA $93K – $121K Apply by Sep 17, 2026 Miscellaneous Administration And Program ENTJESFJESTJISTJ Healthcare
Apply for this job → About the Role
The incumbent is organizationally aligned under Nursing/Operational Programs and reports directly to the Assistant Chief Nurse, Operational Programs. The primary purpose of the position is to provide administrative leadership, coordination, and oversight for the inpatient administrative support functions across multiple clinical units within the health care system.
What You'll Do
- →The position serves as the facility's technical authority for inpatient administrative operations, develops and implements administrative procedures, ensures compliance with applicable policies and regulations, and coordinates with clinical and administrative stakeholders to support efficient patient flow and high-quality administrative service delivery.
- →Major Duties and Responsibilities include but are not limited to: Operations Policy & Process Control: Interpret and implement VHA/Facility directives affecting inpatient administrative operations (admissions, eligibility, transfers, discharges, consents, privacy/confidentiality, records scanning, scheduling, and contingency workflows).
- →Data Quality & Analytics: Build and maintain routine analytical products (monthly/quarterly dashboards; ad hoc analyses) using local/VISN/national data sources (e.g., VSSC, CPRS, VistA, and unit-specific clinical/administrative databases).
- →Systems & Access Governance: Coordinate with IS/IRM and clinical services to ensure appropriate menu options, templates, and user roles in VistA/CPRS align with assigned duties (principle of least privilege).
- →Compliance, Privacy & Information Management: Serve as the technical point for privacy, confidentiality, and information security requirements as they apply to inpatient administrative operations (e.g., patient data handling, scanning/record integrity, access controls, chain of custody for records).
- →Contingency & Emergency Administrative Operations: Maintain and test downtime procedures for inpatient administrative workflows (admission/discharge, order filing, records, and scheduling) to ensure continuity during network, CPRS, or VistA outages.
- →Cross-Service Technical Coordination: Represent inpatient administrative operations in facility/service meetings and interdisciplinary workgroups as the technical owner for process and data issues (not as rating official).
- →Supervisory Duties: The incumbent serves as a second-line supervisor for the inpatient administrative program and exercises supervisory authority only over Hybrid Title 38 personnel within Inpatient Medical Support Services.
- →Supervision of GS Supervisory Medical Support Assistants: The incumbent provides line supervision to the GS-8 Supervisory Medical Support Assistants (SMSAs), who serve as the first-line supervisors for inpatient administrative staff across all inpatient units and divisions.
- →Administrative Oversight of Hybrid Title 38 Personnel: The incumbent provides administrative supervision only to Hybrid Title 38 staff assigned to inpatient administrative roles.
- →Personnel and Workforce Management: The inpatient administrative workforce consists entirely of Hybrid Title 38 personnel.
- →Program-Level Staffing Oversight: The incumbent ensures that inpatient administrative units remain adequately staffed to meet operational requirements.
- →Labor & Employee Relations: The incumbent participates in labor-management and employee-relations activities for Hybrid Title 38 inpatient administrative personnel within the limits of administrative supervisory authority.
- →Program Representation and Coordination: In the capacity of second-line supervisor and program lead, the incumbent works collaboratively with Nurse Managers, section chiefs, and service leadership to coordinate administrative operations across clinical units.
Requirements
- ✓You must be a U.S.
- ✓Citizen to apply for this job To be considered for this position, you must complete all required steps in the process.
- ✓In addition to the application and questionnaire, this position requires an online assessment.
- ✓The online assessment measures critical general competencies required to perform the job.
- ✓Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment.
- ✓A pre-placement physical examination is not required.
- ✓Subject to background/security investigation Selected applicants will be required to complete an online onboarding process.
- ✓Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents).
- ✓Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
- ✓Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest.
- ✓In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service.
- ✓Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
- ✓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.
Personality Fit
Job ID: 2aacbf84-8b2f-4d3f-8033-494e9543507c
Posted via USAJobs