Program Specialist (Executive Correspondence)
What you'd do
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.
Major duties
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
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/17/2026. 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-11 position you must have served 52 weeks at the GS-09. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: comprehensive knowledge of the range of administrative laws, policies, regulations and precedents applicable to the administration of one or more important public programs and knowledge of agency program goals and objectives, and sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments. Knowledge of Associate Director's views to enable the incumbent to develop materials for the Associate Director's use at meetings of the medical center. Knowledge of substantive programs of the medical center as they relate to the Associate Director's clerical and administrative functions. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education. 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/. Preferred Experience - Proofing documents using the VHA executive style guide - Calendar Management - Executive level Correspondence control and management - Tracking routine and uncommon deadlines - Experience reviewing and submitting Issue Briefs, Extraviews, Office of Inspector General, Congressional, and Government Accountability Office inquires.
Before you apply
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