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Summary Northport VA Medical Center is seeking one Program Specialist to support the Surgical Service. The incumbent reports to the Chief of Surgical Service and assists Section Chiefs with resident coordination, credentialing and privileging support, affiliate communication, and daily administrative operations. Responsibilities Works directly with the Chief of Surgery as the Administrative Assistant providing day to day support to the Surgical Service. Coordinate the training programs for residents, medical students, and trainees. Confirm credentials, complete security clearance paperwork, ensuring all necessary forms are completed, signed, and sent to the proper departments. Assist with creating/maintaining rotation schedules, monitor compliance with national guidelines, run monthly reports, send required reports to home institution. Assign keys, parking information, DEA numbers (for writing prescriptions). Maintain rotation schedules, rosters, call schedules and attendance tracking for unpaid trainees, and timecards for staff. Enters ePAS requests for all trainees, new and existing employees to ensure proper menus, security keys, person and user class, and appropriate access is assigned. Enter JIT (Just-In-Time/user provisioning) for all incoming trainees. Process new hire paperwork for incoming trainees for all surgical service trainees. Confirm credentials, complete security clearance paperwork, ensuring all necessary forms are completed, signed, and sent to the proper departments. Assign offices, keys, parking. Liaison between Surgical Service and other facility services especially regarding OI&T equipment and application system request, and user access Compile/Maintain monthly and quarterly reports including required learning reports for staff (monthly), Affiliate reports (quarterly PIV report), and the VAMC Aggregate Report (which is used to maintain accurate allocated funds and billing). Coordinates the process of obtaining new Affiliation Agreements (AA) and Program Letters of Agreement (PLA's) as needed and ensuring that existing AA's and PLA's are up to date. Alternate timekeeper for Surgical Service T&Ls. Manage and coordinate all administrative duties relative to the resident and student onboarding process. Lead TMS Administrator for Surgical Service: Assist employees with TMS issues, from trouble accessing learning to aiding with all levels of access. Performs other duties as assigned. 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, 8:00 AM - 4:30 PM Virtual: This is not a virtual position. Position Description/PD#: Program Specialist/PD38459-0 and PD38437-0 Requirements Conditions of Employment 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 A pre-placement physical examination is not required. 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 dentification 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. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/13/2026. 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-07 position you must have served 52 weeks at the GS-05. For a GS-09 position you must have served 52 weeks at the GS-07 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: GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Analyzed problems to identify issues, develop alternative solutions, and present recommendations to improve operations. Applied judgment to set priorities, implement procedures, and resolve routine and moderately complex issues. Apply policies and guidelines to daily tasks, using judgment and consulting a supervisor when needed. Used knowledge of organizational mission, programs, and support functions to promote efficiency and support program objectives. Expert skills using spreadsheets, word processing, graphics, and database programs to create documents, track information, and support daily tasks. Skilled in communicating effectively both orally and in writing. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 Full year of graduate level education or superior academic achievement. OR, Combination: Applicants may also combine education and experience to qualify at this level.. GS-09 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Strong communication and interpersonal skills with the ability to interact with internal and external customers. Analyze issues, develop solution options, and provide recommendations with minimal oversight. Expert-level knowledge of software applications, including spreadsheets, word processing, graphics, and databases, and the ability to use advanced features across these programs. Exercise independent judgment when setting priorities, interpreting procedures, and resolving both routine and complex issues. Apply in depth knowledge of the organization's mission, programs, and support functions to improve program efficiency and support operational decision making. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. 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. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. 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/. Additional Information 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. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced 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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.