Program Specialist
What you'd do
This position is located in the Department of Health and Human Services, Office of the Assistant Secretary for Health, headquartered in Washington, District of Columbia.
Major duties
As a Program Specialist, you will: Perform action management by administering correspondence control processes, establishing priorities for executive actions, coordinating clearance packages among program officials, resolving procedural issues, and ensuring responses meet Departmental standards, quality expectations, and established deadlines. Plan and coordinate executive support activities by developing briefing packages, consolidating background information from multiple sources, monitoring leadership taskings through automated tracking systems, providing status updates to management, and ensuring executive assignments are completed within established timeframes. Perform comprehensive management studies of administrative programs and organizational operations to assess efficiency, identify trends, evaluate business processes, and develop data-driven recommendations that improve organizational performance and support executive decision-making. Provide program management support by coordinating cross-functional initiatives, facilitating communication among organizational components, organizing meetings and working groups, tracking organizational commitments, and ensuring leadership priorities are effectively implemented through timely follow-up and issue resolution. Lead organizational improvement initiatives by designing and implementing standardized administrative processes, developing management tools and reporting mechanisms, establishing procedures that enhance accountability and consistency, and recommending process improvements that strengthen operational effectiveness and organizational performance.
What you need to qualify
WHAT WE ARE LOOKING FOR Minimum Qualifications: You must have one-year specialized experience to perform successfully the duties of the position. To be creditable, specialized experience must have been equivalent to at least the GS-12 grade level in the Federal service performing ALL of the following: Managing executive correspondence processes, including reviewing and prioritizing incoming requests, determining routing, coordinating clearances, and preparing responses that comply with Departmental requirements. Developing briefing materials and tracking suspense deadlines using established correspondence or task management systems to ensure timely completion of assignments. Conducting qualitative and quantitative analyses of administrative operations to evaluate workflow efficiency and prepare reports, issue papers, and recommendations for leadership. Coordinating program activities across organizational units by facilitating meetings, preparing agendas, monitoring action items, and ensuring follow-up on assigned tasks. Developing standard operating procedures, templates, dashboards, or tracking systems that support executive correspondence, task management, and organizational process improvements. Documenting experience: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Qualifications are based on breadth/level of experience. In addition to describing duties performed, applicants must provide the exact dates of each period of employment (from MM/YY to MM/YY) and the number of hours worked per week if part time. As qualification determinations cannot be made when resumes do not include the required information, failure to provide this information may result in disqualification. Applicants are encouraged to use the USAJOBS Resume Builder to develop their federal resume. Do not copy and paste the duties, specialized experience, or occupational application questionnaire from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position. In accordance with Office of Personnel Management policy, federal employees are assumed to have gained experience by performing duties and responsibilities appropriate for their official series and grade level as described in their position description. Experience that would not normally be part of the employee's position is creditable, however, when documented by satisfactory evidence, such as a signed memorandum from the employee's supervisor or an SF-50 or SF-52 documenting an official detail or other official assignment. The documentation must indicate whether the duties were performed full time or, if part time, the "percentage of times" the other duties were performed. It is expected that this documentation is included in the employee's official personnel record. In order to receive credit for experience in your resume that is not within the official series and grade level of your official position, you must provide a copy of the appropriate documentation of such experience as indicated above. 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; religious; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to gain employment. You will receive credit for all qualifying experience, including volunteer experience. If such experience is on a part-time basis, you must provide the average number of hours worked per week as well as the beginning and ending dates of the experience so it can be fully credited. OPM Qualification General Policies Website
Before you apply
Federal applications are different: your resume should be 3–5 pages and mirror the language of this announcement. Read our federal resume guide first — it's the #1 reason qualified people get screened out.
Don't miss the next one.
Get an email the moment a similar federal job opens — postings can close in as little as 5 days.