Summary
This position is located at the Hershel "Woody" Williams VA Medical Center in Education & Learning Resources under the Chief Nurse, Education & Learning Resources and Designated Education Officer. This section manages all academic affiliation agreements with over 40 institutions of learning and is accountable for approximately 500 clinical trainees annually. The Program Specialist is responsible for planning, developing, and directing the administrative activities of the Trainee Program.
Duties
Major duties include but are not limited to the following: Program Administrative Responsibilities 50% Provide managerial support to the Chief Nurse, Education & Learning Resources and Designated Education Officer for the planning, analysis and coordination of resident, medical student, and trainee education. Use analytical skills, judgment and discretion combined with knowledge of administrative principles, concepts, policies, and objectives to ensure program compliance with VA directives and academic regulatory requirements for all programs supported. Serve as the primary liaison with critical persons and groups both inside and outside the organization. Manage the data gathering and writing of multiple detailed reports, initiation and maintenance of VA educational activities including agreements, monitoring, and reporting of learner satisfaction and other data management including resident, medical and associated health trainee supervision. Develop budget requests for residents and associated health salaries, employee tuition reimbursements, educational membership dues, and other service costs. Perform management analyses and develops reports pertaining to program goals, operations, and assessments for planning phases of activities and the program. This includes the acquisition, development, analysis or use in planning efforts. Such assignments are broad and not adequately covered by manuals, previous reports or established management programs and require a great deal of creativity in designing methods to gather, analyze and present data. Responsible for identifying issues within the service which may require new or revised policies or procedures and brings them to the supervisor's attention for appropriate action. Responsible for obtaining timely actions, responses or decisions on request and ensures they are consistent with OAA and Huntington VAMC policy. Responsible for final analysis, recommends controversial actions to remedy critical problems alleviating any chance that accreditation may be threatened. Maintain program requirements/validation criteria for assigned area. Prepare reports involving trend analyses and follow-up in these areas for Quality Assurance Program, analyzes complex and critical data and recommends action. The employee also implements changes where possible, initiates training, and other actions necessary to improve customer relations Controlled Substance Coordinator 50% Distribute written policies and procedures and/or memorandums that promote commitment to corporate compliance and address specific areas of risk associated with non-compliance with controlled substance inspections and accountability in accordance with VHA directives and handbooks Maintain collaborative working relationships with VHA Controlled Substance Coordinators, as well as the CVAHCS medical staff, the executive leadership and other key VAMC stakeholders Utilize staff interviews, inspection reports, and auditing tools to identify weaknesses within the program Maintain awareness of laws and regulations, keeping appraised of current changes that may affect the Medical Center Controlled Substance Program through seminars, training programs, conferences, and personal contacts Establish procedures for data validation. This objective is to assure accurate, timely, and consistent submission of inspection reports, quarterly statistical data, and end of the year analysis Ensure the development and implementation of regular, effective education and training for all narcotic inspectors on issues relating to the controlled substance inspection compliance program. Establishes a mechanism for documentation and tracking of compliance related training to ensure that data is captured accurately and timely in accordance with VHA Handbook 1108.02, VISN 19, and the Inspector General Maintain open lines of communication such as participation in the monthly conference calls or personal contacts are effectively utilized to receive questions and address concerns regarding medical center compliance with current and future performance measures as they relate to compliance with the unannounced narcotic inspection program 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: Full-time, Monday-Friday, 7:30am-4:30pm Telework: Ad-hoc according to Agency policy Virtual: This is not a virtual position. Position Description/PD#: Program Specialist (Controlled Substance Coordinator/ DEO Assistant)/PD230830 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
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: Typically, the employee sits or stands comfortably to do the work; however, there may be some walking, standing, bending, carrying of items, i.e., papers, video equipment, cables, etc. or pushing carts with equipment. 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 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.
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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
How you will be evaluated
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed 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 Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. 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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.