Program Specialist

Summary

The position will serve as a Program Specialist (Scheduling Trainer/Auditor) within Business Office Service (BOS) within the Battle Creek VA Medical Center. The primary purpose of this position is to serve as the training coordinator that provides scheduling audits and soft skills training to the BOS and other services throughout the facility.

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Duties

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Major Duties:

Training Coordination

• Coordinates and provides Scheduler and Soft skills training for Battle Creek VA Medical Center staff who have been authorized the ability to use Appointment Management (VISTA Scheduling Package), VSE, and any future scheduling packages in accordance with national scheduling directives, handbooks and policies.
• Identifies and determines training priorities, conducts and administers training programs, develops and improves training guidance, and conducts classes or other group setting instruction.
• Assists employees in achieving mandatory schedule training; upon request, creates specialized training agendas and/or orientation plans.
• Coordinates site visits to the CBOCs and Services within the Medical Center with Service specific Administrative Officers, and others as needed to develop and administer training as needed.

Other Administrative Training:

• Serve in a developmental capacity as the subject matter expert for the facility to promote and train all staff with access to administrative programs to include, but not limited to Release of Information, Medical Record Scanning, Administrative consult process, Insurance Card Buffer Scanners/software, Return to Clinic (RTC), Appointment Recall Reminders, pre-registration and VPS.
• Performs audits and analyses, preparing and presenting findings and recommendations to the HAS Supervisory Team, Section Chiefs and the Executive Leadership Team.
• Designs and performs quality improvement projects regarding HAS and HIMS issues.
• Reviews, analyzes and reports facility performance monitors for appointment scheduling, ICB, action required encounter completion, transcription, release of information, document scanning and other scheduling and medical record review topics.

Software and Equipment Training

• Assists in a developmental capacity identifying and determining training priorities of the department.
• Conducts and administers training programs, developing, and improving training guidance, and facilitates classes or another group-setting instruction.
• Review, analyze, and evaluate training courses and programs which are related to HAS program areas, to assess their quality and effectiveness.
• Develop guidelines, instructional methods, reference materials, etc. and new or improved applications of educational technology to Health Administration training programs.
• Creates specialized training agendas and/or orientation plans which detail the scope and functions of Health Administration, for newly hired employees inside and outside of the department.
• Routinely uses Microsoft Word, Excel and PowerPoint software to develop training tools and materials.
• Utilizes the Veterans Health Information System and Technology Architecture (VISTA), Computerized Patient Record System (CPRS), TMS, VSE, and all future schedule packages and electronic health record programs. and other VA operating systems to also perform his/her assigned duties and responsibilities.
• Provides didactic and hands-on training to staff.

Scheduling Audit

• Primary liaison in a developmental capacity for the Medical Center in response to National and VISN
• mandated scheduling monitoring and reporting.
• Conducts Service level auditing, monitoring, reporting, and training to facility personnel in the various aspects of scheduling.
• Ensures that station personnel are compliant with scheduling requirements.
• Provides instruction and guidance to facility personnel on scheduling and management.
• Develops policies and procedures for the scheduling program.
• Ensures that the program meets all legal and mandatory requirements and that all agency regulatory requirements are followed.
• Responsible for technical guidance and advice on matters pertaining to scheduling.
• Provides authoritative information and assistance by administering a program for auditing scheduling practices; developing guidelines, procedures, and other materials for use by operating officials (administering scheduling awareness program; formulates and recommends scheduling requirements; and advises on organization mission impact of scheduling and related matters.
• Advises management on matters about proper scheduling practices and monitoring the reliability of the work force.

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 authorized

Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist / PD93042A and PD93043-A

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
• Selective Service Registration is required for males born after 12/31/1959
• 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 ( 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 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, 09/17/2026.

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-7 position you must have served 52 weeks at the GS-5. For a GS- 9 position you must have served 52 weeks at the GS-7. 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 s described below:

GS-7

• 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: providing evidence of the ability to instruct students in the use of equipment, principles, or practices of the subject or occupation. This experience may have been gained as a teacher or instructor; in on-the-job supervision or instruction of subordinates or fellow workers; or in work involving application of the principles, practices, and techniques of the occupation or subject-matter field of the position to be filled.

OR

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have.

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.

GS-9

• 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: Teaching or instructing in an adult education program, secondary school, college, military installation, or industrial establishment in the appropriate fields; Supervising or administering a training program; Development or review of training/course materials, aids, devices, etc., and evaluation of training results; Work in the occupation or subject-matter field of the position to be filled that required training or instructing other on a regular basis.

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. Graduate Education: Major Study- education or a subject area related to the position being filled.

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.

You will be rated on the following Competencies for this position:

• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

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 mostly sedentary and may require the ability to sit for extended periods of time, a portion of which may be at a personal computer. There is also much walking through the medical center with occasionally the requirement to lift objects such as files, books, and reports.

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

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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

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

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

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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.

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.