Program Specialist

Summary

Program Specialist

The Program Specialist serves as a key administrative and operational support professional within the Primary Care Service. Provides comprehensive program coordination, data management, workflow support, project oversight, and analytical assistance to ensure efficientclinic operations and compliance with VA policies, standards, and regulatory requirements. The position plays a critical role in supporting leadership through research, tracking performance indicators, ensuring program integrity, overseeing outpatient clinic services, and assisting with continuous improvement activities. Major duties include but are not limited to:

• Ensures continuity of service delivery, facilitates communication between clinic teams and leadership, and supports the effective functioning of clinical and administrative programs within these geographically distributed locations.
• Provides administrative and operational support for clinical programs, coordinating activities across multiple functional areas.
• Assists in planning, implementing, and evaluating program processes, ensuring alignment with service objectives and regulatory requirements.
• Manages day-to-day administrative tasks, including documentation, reporting, scheduling, communication tracking, and workflow optimization.
• Supports the acquisition of supplies, equipment, and services for the Robley Rex VA Medical Center and assists in developing plans for the effective utilization of clinic space.
• Coordinates moves, relocations, and the activation of new programs in collaboration with Primary Care leadership.
• Collaborates with colleagues within the facility to resolve patient care issues, including those that cross over service line including patient complaints, clinic waiting times, missed opportunities, clinic access, etc
• Supports Service Leadership and assists with timecards to review and ensure that providers have entered their leave into GovTA/VATAS and verify that entries align with clinic cancellation requests submitted in LEAF.
• Communicates appropriate clinic requests to all stakeholders to ensure clinics are managed timely.
• Promptly reports all accidents and notify the Associate Chief of Staff, Primary Care (ACOS) of any unsafe/unhealthful conditions in the workplace.
• Represents Primary Care Service at designated medical center committees and taskforces, providing input and communicating its views and consensus to other service lines, programs, outside agencies, and visitors as appropriate.
• Assist with pulling and analyzing reports related to provider clinic utilization.
• Assist with implementing plans developed by Service Leadership on backlog reduction plans when delay is occurring, and supply is equal to or less than demand.
• Assist with the consult management process [education on consult reports, consult business rule implementation, understand types of consults and process and policy variations, participate in consult COP (local and national), coordinate development of Care Coordination Agreements.
• Serve as subject matter expert to clinic teams/staff/leadership in advanced clinic access principles, data reports and tools.
• Promotes and enforces compliance with access targets, measures, metrics, policies, etc.
• Provide ongoing training and process improvement recommendations for clinical staff development in collaboration with Service Leadership and Group Practice Manager.
• Review clinic profiles on a regular basis and update as appropriate.
• Collects, analyzes, and organizes program data to support decision making, compliance, and reporting requirements. Prepares routine and special reports related to clinic operations, access metrics, quality indicators, and performance measures.
• Supports leadership in monitoring program outcomes and identifying opportunities for improving efficiency or quality.
• Oversight responsibilities include, but are not limited to, monitoring performance metrics, staffing requirements, equipment necessities, ensuring stakeholder engagement, and addressing environmental care concerns.
• Perform other duties as assigned.

Work Schedule: Monday-Friday 0800-1630

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

Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist/ PD40435-A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Job Description

Program Specialist

The Program Specialist serves as a key administrative and operational support professional within the Primary Care Service. Provides comprehensive program coordination, data management, workflow support, project oversight, and analytical assistance to ensure efficientclinic operations and compliance with VA policies, standards, and regulatory requirements. The position plays a critical role in supporting leadership through research, tracking performance indicators, ensuring program integrity, overseeing outpatient clinic services, and assisting with continuous improvement activities. Major duties include but are not limited to:

• Ensures continuity of service delivery, facilitates communication between clinic teams and leadership, and supports the effective functioning of clinical and administrative programs within these geographically distributed locations.
• Provides administrative and operational support for clinical programs, coordinating activities across multiple functional areas.
• Assists in planning, implementing, and evaluating program processes, ensuring alignment with service objectives and regulatory requirements.
• Manages day-to-day administrative tasks, including documentation, reporting, scheduling, communication tracking, and workflow optimization.
• Supports the acquisition of supplies, equipment, and services for the Robley Rex VA Medical Center and assists in developing plans for the effective utilization of clinic space.
• Coordinates moves, relocations, and the activation of new programs in collaboration with Primary Care leadership.
• Collaborates with colleagues within the facility to resolve patient care issues, including those that cross over service line including patient complaints, clinic waiting times, missed opportunities, clinic access, etc
• Supports Service Leadership and assists with timecards to review and ensure that providers have entered their leave into GovTA/VATAS and verify that entries align with clinic cancellation requests submitted in LEAF.
• Communicates appropriate clinic requests to all stakeholders to ensure clinics are managed timely.
• Promptly reports all accidents and notify the Associate Chief of Staff, Primary Care (ACOS) of any unsafe/unhealthful conditions in the workplace.
• Represents Primary Care Service at designated medical center committees and taskforces, providing input and communicating its views and consensus to other service lines, programs, outside agencies, and visitors as appropriate.
• Assist with pulling and analyzing reports related to provider clinic utilization.
• Assist with implementing plans developed by Service Leadership on backlog reduction plans when delay is occurring, and supply is equal to or less than demand.
• Assist with the consult management process [education on consult reports, consult business rule implementation, understand types of consults and process and policy variations, participate in consult COP (local and national), coordinate development of Care Coordination Agreements.
• Serve as subject matter expert to clinic teams/staff/leadership in advanced clinic access principles, data reports and tools.
• Promotes and enforces compliance with access targets, measures, metrics, policies, etc.
• Provide ongoing training and process improvement recommendations for clinical staff development in collaboration with Service Leadership and Group Practice Manager.
• Review clinic profiles on a regular basis and update as appropriate.
• Collects, analyzes, and organizes program data to support decision making, compliance, and reporting requirements. Prepares routine and special reports related to clinic operations, access metrics, quality indicators, and performance measures.
• Supports leadership in monitoring program outcomes and identifying opportunities for improving efficiency or quality.
• Oversight responsibilities include, but are not limited to, monitoring performance metrics, staffing requirements, equipment necessities, ensuring stakeholder engagement, and addressing environmental care concerns.
• Perform other duties as assigned.

Work Schedule: Monday-Friday 0800-1630

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

Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist/ PD40435-A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized