Program Specialist (Executive Correspondence)

The incumbent serves as a Program Specialist for the Associate Director for Operations at the VA Maryland Health Care System (VAMHCS). The VAMHCS is an integrated facility consisting of three Medical Facilities: Baltimore, Loch Raven and Perry Point, 6 Community Based Outpatient Clinics, and 75 Veteran Transition homes spread over 150 miles in the state of Maryland.

The purpose of the work is to perform administrative functions that include office support services, oversight for high-volume routine correspondence process, data analysis and extraction, document control, logistics, timekeeping and a variety of administrative matters in support of the Associate Director's Office and Executive Suite. Duties include but not limited to: Serves as the Program Specialist to the Associate Director (GS-15 Position) for the VAMHCS. Oversees committees, coordinates communication, implements processes and solves issues that impact the local to national levels. The incumbent serves as office manager for the Associate Director for Operation. The incumbent ensures all materials processed in the Associate Director's Office use the correct administrative practices and procedures and that they are consistent with those dictated by the Executive Associate Director's office. The incumbent must possess experience, knowledge and skills with VHA Correspondence Guidelines to fulfill the duties of this position efficiently and independently. The incumbent reviews all incoming correspondence for the Associate Director's office. Receives and analyzes completed actions or responses for completeness and accuracy against known policies and procedures. Ensures action or inquiry is closed out in the VAMHCS electronic tracking system and with the inquirer or office requesting information. Exercises full and independent control over the Associate Director's calendar, with delegated authority to make, adjust, or decline commitments based on a thorough understanding of organizational priorities, program objectives, and the Associate Director's strategic obligations. Manages a dynamic schedule requiring continual assessment of competing demands, proactively identifies conflicts, and rearranges commitments to ensure optimal use of the Associate Director's time. Coordinates complex meetings and engagements that often involve senior leadership, external partners, and cross functional teams. Ensures all appointments are scheduled accurately and in a timely manner, confirming logistical details, preparing necessary background materials, and anticipating scheduling needs well in advance. Maintains a comprehensive awareness of ongoing program activities, deadlines, and operational issues to ensure the calendar reflects current priorities and emerging requirements. Screens all incoming calls, meeting requests, and visitors, independently responding to inquiries, resolving routine and moderately complex issues, and handling a significant portion of business on behalf of the Associate Director. Exercises sound judgment in determining which matters require the Associate Director's attention and provides timely briefings on issues that may impact operations or require leadership decisions. Keeps the Associate Director informed of potential problems, sensitive situations, or conflicts and follows through until resolution. The incumbent provides support to executive leadership team by analyzing, evaluating, advising on and/or coordinating information flow and management in the VAMHCS. The position renders advice on operational policies and assures these policies are coordinated with, and in support of, VAMHCS operations. The incumbent must assure that operational policies are coordinated with and in support of administrative functions in coordination with the supervisor. The incumbent is expected to use initiative in organizing and accomplishing the responsibilities that have been delegated. Work Schedule: Monday-Friday 7:30am- 4:00pm Telework: This position may be authorized for ad-hoc telework. Virtual: This is not a virtual position. Position Description/PD#: Program Specialist (Executive Correspondence)/PD14083O Relocation/Recruitment Incentives: No Critical Skills Incentive (CSI): No Permanent Change of Station (PCS): No

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 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.