Supervisory Program Specialist

at Veterans Affairs, Veterans Health Administration in Chicago, Illinois, United States

Job Description

Summary This position is located at the Jesse Brown VA Hospital, Chicago IL. (537)) and is organizationally aligned under the Medicine Service. The incumbent has full responsibility for the administrative management of the Medical Service and its functions including Inpatient Services, Outpatient Services, Employee Services, Specialty Medicine services and Administrative Office. These Medicine Service Line duties involve coordination with clinical and support services of the entire Medical Center. Responsibilities Supervisory Duties: Manages and supports the administrative processes that are posed by the many and varied programs that include managing budget, space, personnel, equipment, and infrastructure. Selects or recommends selection of candidates for vacancies, promotions, details, and reassignments in consideration of skills and qualifications, mission requirements, and EEO and diversity objectives. Holds employees accountable for satisfactory completion of work assignments. Appraises the subordinate worker’s performance ensuring consistency and equity in rating techniques. Recommends awards when appropriate and approves within-grade increases. Recognizes and takes action to correct situations posing a threat to the health or safety of subordinates. Administrative Duties: Coordinates, directs, and assures inconsistencies on reports is corrected and deadlines for completion of reports is met. Reads directives and instructional material pertaining to administrative practices and procedures in order to keep abreast of new, revised, or amended procedures which may have an impact on administrative action documents, e.g., preparation and processing of reports, forms, correspondence, etc. Responsible for coordinating and responding to controlled correspondence, congressional correspondence and Veteran complaints assigned to the service. Provides initial and on-going training for new and existing subordinates on a variety of tasks. Budget/Financial Management: Administers internal reviews of overtime usage and ensures that all cost transfers are appropriately applied. Participates with managers in reviewing needs, plans and goals to develop budget data and justification for review and approval. Assists in preparing budget package for submission to the supervisor and responds to questions. Monitors balances and recommends programming of funds as needed, as well as conducts review of financial data and resolution of discrepancies. Training: Ensures all administrative and staff member is current on training and educational requirements necessary to perform job duties, by coordinating learning opportunities for self and others, involving all appropriate stakeholders relative to regulations, standards and requirements, including but not limited to in-service education presentations, audio-conferences, webinars, newsletters, bulletins, resource/reference materials. identify problems and potential problem areas based on observance or studies; analyze and measure the effectiveness, efficiency, and productively of subordinates and develop written and oral recommendations for improvement. Attends meetings, disseminates data, ensures proper mapping, collects, and roll up survey results. Procurement/Contracting: Manages and completes procurement and contracting for the departments. Provides review of the procurement work completed by the subordinate AO. Preparing procurement requests, evaluating proposals for work, acting as a COR for procurements, and/or maintaining procurement and contracting records. Performs other related duties as assigned. Work Schedule: Full-Time 8:00am – 4:330pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Program Specialist/PD242100 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required Requirements 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 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) – See “Additional Information” below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/26/2024. 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-12 position you must have served 52 weeks at the GS-11. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: managing budget, plan and forecast budgets and update the Center Memorandums; space, personnel, equipment, and infrastructure; administrative/office work experience that includes work such as gathering and analyzing data, using automated data processing equipment to generate a variety of reports, establishing priorities and meeting deadlines, and supervising and managing an office staff; coordinating learning opportunities such as: in-service education presentations, audio-conferences, webinars, newsletters, bulletins, resource/reference materials; Contacting others orally and in writing to obtain information; Using computer systems or applications to access, create, edit, print, send, retrieve, or manipulate data, files, or other information; Collecting, compiling, and organizing information and/or data; Initiating and maintaining contacts with individuals outside the organization; Reviewing and analyzing forms, applications, documents, or other information to make determinations; Processing or analyzing data using computer systems or applications; Conducting oral presentations to organizations; Preparing procurement requests, evaluating proposals for work, acting as a COR for procurements, and/or maintaining procurement and contracting records. You will be rated on the following Competencies for this position: Administration and Management Data Management Research Systems Integration 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; phila