Program Specialist

Summary

This position functions as a Program Specialist to the Associate Medical Center Director (AD). The incumbent provides primary support to the AD and secondary support to the Executive Assistant and the Administrative Service Chiefs. The incumbent independently coordinates many administrative duties for the AD.The incumbent establishes daily workflow by working with the Medical Center Quadrad and their staff to ensure efficiency and timeliness of administrative functions affecting the office.

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Duties

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Duties include, but may not be limited to the following:

• Manages and maintains the work schedule for the AD. The incumbent supports the AD, assuring that guidance is in conformance with existing directives, and that all reporting requirements are met in a timely and qualitative manner.
• Independently plans and carries out the administrative functions of the Office of the AD to include but not limited to coordination of meetings, creation of agendas, and compilation of background material for various work issues.
• Advises the AD daily on pertinent matters and brings attention to significant items in reports, files, and correspondence developed during his/her absence.
• Performs work involving the collection, compilation, and/or tracking of data in support of administrative program operations.
• The incumbent on his/her own initiative assists in conducting special studies and analyses to prepare required information.
• Uses independent initiative to compose routine and executive level correspondence.
• As designated records liaison officer for AD, the incumbent will be responsible for filing, as well as establishing and maintaining files, including storage and disposition.
• Serve as timekeeper for AD staffs, acts as liaison to administrative service chiefs and assists services with resource requests as needed.
• Makes initial determination on priority of some requests presented to the AD.
• Ensure Agent Cashier audits are performed. Comprehends and applies instructions relative to administrative concerns.
• Evaluates circumstances, makes recommendations for alternative situations, executes actions as appropriate and performs other duties as assigned.

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: 8:00 am - 4:30 pm

Telework: AD/ HOC only

Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist/ PD23003-O and PD23004-O

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• 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 is basically sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( 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 will 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/29/2026.

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-9 position you must have served 52 weeks at the GS-7 and for a GS-7 position you must have served 52 weeks at the GS-5 . 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:

GS-7 Qualifications:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:

• Knowledge of Martinsburg VAMC and the Medical Center Executive Leadership Team Organizational structure, programs, goals, objectives, management policies, procedures, practices, work processes, and administrative operations of the organization.
• Practical knowledge of VA and VHA regulations and directives, facility policies, procedures, programs, priorities, commitments, functions, goals of the AD and his/her subordinate staff.
• Knowledge of the organizational structure of the Department of Veterans Affairs and facility in order to provide advice and assistance to the supervisor in identifying and resolving administrative concerns.
• Knowledge and ability to gather information from subordinate elements on administrative issues, and revise and recommend improvements in administrative practices to facilitate work processes.
• Ability to communicate with tact and diplomacy with individuals at all levels. OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a 1 full year of graduate level education OR,

Superior Academic Achievement (SAA): Superior Academic Achievement (SAA) at the baccalaureate level in the qualifying curriculum detailed above is fully qualifying. Applicants who wish to apply under this provision must submit proof from their educational institution that they meet one of the criteria listed below. To qualify for SAA, applicants must have completed all the requirements for a bachelor's degree in a curriculum that is qualifying for the position to be filled and meet one of the following:

• Class Standing: Rank in the upper one-third of your class in the college, university or major subdivision.
• Grade Point Average: 3.0 or higher out of a possible 4.0 ("B" or better) as recorded on their official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of the curriculum; or
• 3.5 or higher out of a possible 4.0 ("B+" or better) based on the average of the required courses completed in the major field or the required courses in the major field completed during the final 2 years of the curriculum.
• Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies. For a list of recognized honor societies please visit
• For more information regarding SAA please visit 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 a bachelor's degree and may be used to qualify applicants for the GS-07 level.

GS-9 Qualifications:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:

• Knowledge of Martinsburg VAMC and the Medical Center Executive Leadership Team Organizational structure, programs, goals, objectives, management policies, procedures, practices, work processes, and administrative operations of the organization.
• Practical knowledge of VA and VHA regulations and directives, facility policies, procedures, programs, priorities, commitments, functions, goals of the AD and his/her subordinate staff.
• Knowledge of the organizational structure of the Department of Veterans Affairs and facility in order to provide advice and assistance to the supervisor in identifying and resolving administrative concerns.
• Knowledge and ability to gather information from subordinate elements on administrative issues, and revise and recommend improvements in administrative practices to facilitate work processes.
• Ability to communicate with tact and diplomacy with individuals at all levels. OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent graduate degree or two (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 graduate-level (beyond the first year 18 semester hours) may be used to qualify applicants for the GS-09 level.

NOTE: The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

• NOTE: This education must have been obtained at an accredited college or university. If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation.

Preferred Experience: Experience providing direct executive-level administrative support to senior leadership, assisting with a wide range of managerial operational and organizational support functions. Interpreting and applying organizational policies, guidelines, and procedures to support decision making. Experience utilizing common office software tools (e.g., Microsoft Office Suite).

Quality Ranking Factor: Experience preparing, reviewing, and maintaining technical and administrative documents with a high degree of accuracy and attention to detail. Ability to manage multiple assignments, track tasks, and maintain priorities. Knowledge of Administrative and Executive Support Functions. Ability to understand and apply administrative principles, procedures, and practices to provide direct support to an Executive Leadership Team (ELT) member. Knowledge of Management and Program Support Concepts and basic knowledge of management principles and program operations.

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

Education

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

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual (Vacation) Leave : Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced 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

"Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their life to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and wellbeing. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care."

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.