Clarification from the agency

This position is open to current, permanent VISN 7 employees and CTAP eligible applicants only.

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Major duties for this position may include (but are not limited to):

• Communicates, establishes processes and ensures compliance with VA Directive 1400.05, Disbursement Agreements (DAs) for Health Professions Trainees (HPTs) appointed under 38 USC 7406.
• Administers the tasks and procedures required between the VA and the affiliate including tracking the time of HPTs spend at the VA, verifying valid affiliation agreements, processing transactions through VA financial systems, and reconciling of educational activity records (EARs) with OAA fiscal.
• Provides subject matter expert knowledge of VHA handbook 1400.05 and the Resident Disbursement Procedures (ReDPro) SOP.
• Uses EARs record data and analysis to recommend redistribution of resources, forecasts HPT position allocation needs for subsequent academic years, and formulates long range budget needs and excess.
• Manages the special purpose academic fund from OAA and HPT reimbursement processes with the affiliate.
• Validates complex calculations for accuracy of reimbursement of trainee activity with analysis of relevant documentation.
• Completes and reviews the monthly EARs consolidation and calculates to ensure accurate educational activity reimbursement. Coordinates directly with VA HPE site and program directors.
• Receives applicable clinical and educational (work hours) activity record data from clinical services with HPT rotations covered under a DA. Receives invoices from the academic affiliate institution and facilitates reconciliations between the VA HPE service/section and the affiliate academic finance office.
• Manages evidence documentation to complete OAA's and the Office of Integrity and Compliance annual reporting method for verification.
• Maintains copies of documents on file in accordance with VHA policy.
• Research and troubleshoot reconciliation issues to identify and recommend resolution.
• Represents the VA and producing data and/or documentation to external stakeholder groups.
• Develops and provides annual and as needed training for the affiliate to ensure policy compliance.
• Maintains documentation of training, including meeting minutes and attendance records.
• Communicates with leadership at the level of the VA facility to include clinical service staff, service and section chiefs, VA site Directors, fiscal and leadership staff, the facility compliance officer and executive leadership.
• Extracts, analyzes, and organizes data from multiple sources to create reports for ongoing monitoring of resources, OAA reports, or special projects.
• Advises HPE management and OAA's informed decision-making processes with the research , collection, compilation, analysis, presentation, and management of data and HPE program information.
• Maintains awareness of new policy related to budget, personnel, and procurement to provide analysis, training, and recommendations.
• Anticipates obstacles to operational management that are likely to interfere with the accomplishment of objectives.
• Collects, consolidates, and provides analysis of data to prepare justifications for FTE, funding, and budget planning purposes.
• Evaluates trends and provide recommendations for further analysis and future planning.
• Conducts special projects related to performance/process improvement to include rapid improvement events and new/revised policy program changes.
• Conducts oversight and analysis of (non-DA) HPE service budget and account balances, pending items, trends, and reporting requirements.
• Formulates and proposes process improvement strategies or cost-effective solutions from multiple fund control points for HPE programs.
• Submits the Quarterly needs and Excess (NE) reports to OAA for redistribution of returned funds across programs.
• Assesses Veteran Equitable Resource Allocation Education Support Supplement (VESS) funds to provide recommendations for utilization and strategies to increase facility level allocations.
• Administers and oversees HPE contracts per directive 1400.10 Healthcare Resources Contracting to support VA's proportional share of expenditures from academic affiliates.
• Performs audits of contract invoices and certifies and approves expenditures working directly with the VHA contracting office.

Performs other related 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: Monday-Friday, 8:00AM-4:30PM
Virtual: This is not a virtual position.
Position Description/PD#: Health System Specialist - Health Professions Education Analyst/PD99451S and PD99452S
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

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
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/30/2026.

Individual Occupational Requirement:

• Education - Major study in hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration.

OR

• Specialized Experience - Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following:
  • Missions, organizations, programs, and requirements of health care delivery systems;
  • Regulations and standards of various regulatory and credentialing groups; and
  • Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement.

GS11:

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 GS11 position you must have served 52 weeks at the GS9. 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 GS9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Analyzing and synthesizing data from diverse data systems/sources.
  • Troubleshooting individual problems to develop and present solutions.
  • Recommending, implementing and leading process improvements for effective organizational process changes and office operations. 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 education leading to such a degree. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the Master's degree level.

GS12:

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 GS12 position you must have served 52 weeks at the GS11. 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 only as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Providing complex coordination across clinical and administrative service lines for process improvement to the on and off boarding process of new healthcare professionals.
  • Working with multiple software platforms and applications that are complicated.
  • Preparing data and information for executive-level briefings, reports, and other documents used for official reporting.

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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Area of Consideration:

1. Career Transition Assistance Program (CTAP) eligible applicants.
2. Current, permanent employees of the William Jennings Bryan Dorn VA Health Care System.
3. Current, permanent employees of the Veterans Integrated Service Network (VISN) 7.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:

• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.