Program Specialist

Program Specialist

Major duties include but are not limited to:

• Responsible for constant surveillance, evaluation and planning to ensure efficient utilization of space based on constantly changing and ever increasing program demands.
• Reviews outgoing correspondence for determination of accuracy of information, proper composition, proper format, and whether such correspondence conforms to current VA policies, instructions and regulations, as well as the viewpoint of the Chief, Radiation Oncology Service.
• Manages all personnel actions within the Service authorizing to initiate, coordinate, and approve all personnel actions and prepares Human Resources Responsible for submitting HR requests through the Resource Management Committee.
• Composes and reviews all position descriptions and the performance standards within the service for compliance with VA standards.
• Maintains a current file of all position descriptions within the Service and conducts an annual position review.
• Incumbent recommends incentive awards and/or disciplinary actions, protocols and procedures to the Chief, Radiation Oncology Service.
• Import and analysis of data including quality management responsibilities such as continuous quality improvement (CQI) programs, focus studies, assessing patient safety and satisfaction, quality management, Service workload and efficiency, stakeholders' affairs.
• Budget control (including purchasing orders/requests), utilization renew and short/long budgetary and strategic planning; analysis of fiscal needs; budget forecasting including Service annual budget presentation; fund control point oversight including supply request approvals; running balance; monthly and quarterly reconciliations, Integrated Fund Distribution, Control Point Activity, Accounting and Procurement (IFCAP), ceiling reports.
• Time and Leave administration; approvals, timecard management (VATAS); time card reconciliation; payroll administration; employee Tuition and Travel program.
• Evaluation and allocation for administrative and clinical venue needs; surveillance, evaluation and planning to ensure efficient utilization of space based on changing programmatic and clinical demands; authority to plan for revised space assignments.
• Trains physicians and technicians on software, workflow protocol and procedure, database use, image archiving and transmission, instrument or application specific software, patient education workflows among other topics.
• Provides written reports and interprets findings resulting from studies and surveys to identify improvements in process and quality of operations and services offered.
• Service specific duties include monitoring day to day operations; extracts workload data from radiation treatment planning system specific software, Picture Archiving and Communications System (PACS), VISTA, National VHA and VISN databases; maintains and evaluates clinic workload; creates statistical workload reports; maintains and evaluates clinic workload ensuring all documentation is completed timely, accurately describes complex radiation therapy services and reflects proper encounter coding, to include management of Clinic Profiles ensuring proper utilization of all clinical appointments.
• Reviews documentation, guidelines, and data collection tools to recommend procedure, staff, and equipment changes to support new programs/projects.
• Performs work involving the collection, compilation and tracking of various types of data and statistical information in support of the Office's program operations.
• Uses electronic mail, appointment scheduling, calendar, and spreadsheets, etc.
• Analyzes data from various sources including VHA Support Service Center Capital Assets (VSSC) analytic and productivity reports, Data Warehouse Reports and Northport Data Management reports.
• Obtains and analyzes data and information required to assure the prompt and accurate preparation of reports required, both externally and internally, as they affect the daily operation of the service.
• Responsible for collecting and organizing Ongoing/Focused Professional Practice Evaluation (OPPE/FPPE) data from the radiation oncology section and programs for inclusion in the Report to the Clinical Executive Board.
• Responsible for performing audits to determine compliance with regulations, procedures, sound management practices, and effective utilization of staff.
• Scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines.

Work Schedule: Full-time, Monday - Friday, 8:00am - 4:30pm

Telework: This position may be authorized for ad hoc telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: PD632-143810