Management & Program Analyst

Summary

The Cincinnati VA Medical Center is seeking a Management & Program Analyst. The incumbent serves as a Management and Program Analyst for the Medical Service. The Medical Service is a multi-disciplinary clinical service which includes 14 sections. (Allergy/Immunology, Cardiology, Dermatology, Endocrinology, Gastroenterology, General Medicine, Geriatrics/Palliative Care, Internal Medicine, Oncology/Hematology, Radiation/Oncology, Nephrology, Respiratory Therapy, Pulmonary, and Rheumatology.)

Duties

The incumbent will work with members of the Office of the Chief of Medicine administrative staff, section chiefs and others within and outside of the department of Medicine to ensure compliance with regulatory concerns and streamlined operations. The analyst is responsible for organizing, monitoring, and planning for complex day to day administrative operations of service. Management Analysis Duties: Labor Mapping / Physician Time and Attendance Provides data and projections to plan for clinical and administrative efforts in the sections and for section chiefs in support of determining labor mapping for their sections. Reviews labor mapping and provides detailed assessments of needed changes at least quarterly. Incumbent serves as the first level approver of leave and certifies timecards for employees in each section in the absence of the official supervisor. Utilizes data and knowledge of section-level operations to ensure timecards are complete and accurate. Provides guidance to Medical Service Program Assistants regarding the establishment and maintenance of Physician MSLE. For new MSLE, provides review of submission prior to technical review, for renewal MSLE, provides spot checks. Clinical Goals Provides detailed data and timely analysis to section chief to be used to set section and employee performance goals in support of annual pay for performance measures. Provides section chiefs with data and initial analysis to ensure clinical operations are streamlined for efficient operations and safe/effective patient care. Responds to requests for data in a timely manner and engages with Medical Service Section Chiefs regarding data needed to ensure high quality clinical operations. Assists with the gathering, interpreting, and trending of data for Focused/Ongoing Professional Practice Evaluations and Point of Care reviews in the sections. Maintains consistent contact with Section Chiefs / Supervisors to ensure processing timelines are met as it relates to employee performance evaluations and proficiencies. Works with Section Chiefs to ensure clinical access / clinical operations are monitored for effectiveness. Operations and Human Resources Management Evaluates program needs and provides Medical Service supervisors with data driven analysis of staffing needs. Supports business planning and makes proposals for new FTE. Provides data driven support to salary recommendations for incoming physicians through the Market Pay Review and Analysis process. For new physicians, works to complete initial Market Pay Reviews. For renewal Market Pay Review - ensures changes are completed in a timely manner / brought to the attention of the Medical Service Program Assistant for processing. Provides spot checks for renewals. Provides annual review of section level telework agreements and ensures agreements are in place for all staff who are teleworking. Reviews HR reporting data annually to ensure employees are aligned under the correct supervisor and any vacant positions have a plan in place for recruitment. Fiscal / Budget Management The incumbent administers separate financial accounts (fund control points) for the Medical Service program budget, including medical service and grant funding. Tracks and monitors spending in Medical Service fund control points Stays abreast of training and travel needs for the sections and provides summary of needs for annual budget. Monitors for changes to equipment needs not reflected in the facility equipment plan and ensures requests are documented. Serves as the control point official, certifying invoices and purchase card expenditures. Tracks and maintains records of expenses for the service. Incumbent oversees and tracks obligations and expenditures throughout the procurement and/or contracting process. Verifies obligations and expenditures on a timely basis in accordance with the financial plan and regulatory controls and are within amounts obligated. Continuous Process Improvement The incumbent is responsible for driving continuous process improvements within the sections. Maintains a familiarity with process improvement methodology as serves as a project lead for process improvements. Ensures balance between continuity and improvement, adjusting processes as needed to meet the needs of patients and staff. 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: 8:00am - 4:30pm Monday - Friday Compressed/Flexible: May be available at supervisor discretion Telework: Ad-Hoc - This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Position Description/PD#: Management & Program Analyst/PD91546A Requirements

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. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 10/28/2026. 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-09 position you must have served 52 weeks at the GS-07. 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: 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: Knowledge of planning, coordination, and execution of business functions, resource allocation, and production; Knowledge of the uses of database management systems and software to control the organization, storage, retrieval, security and integrity of data. The incumbent should have a broad-based knowledge of the overall hospital organization mission, vision, function, and values to be able to improve the healthcare delivery processes based on systems engineering principles and methods. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed a Master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education or a J.D., related to the work of the position. One year of graduate education is 18 semester hours or the number determined by the school attended to represent one year of full-time study. (Transcripts must be submitted). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first year of graduate level education. (Transcripts must be submitted). GS-11 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: Knowledge of various types of contracts, techniques or requirements (for example federal acquisitions regulations) for contracting or procurement, and contract negotiation and administration; Knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations. Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied. Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization. Ability to work and solve problems independently. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed 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 to the work of the position. (Transcripts must be submitted). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond two years of graduate level education. (Transcripts must be submitted). Preferred Experience: Experience supporting clinical service line workforce and human resources operations, including staffing, position management, recruitment, or related HR functions within a healthcare of clinical environment. Demonstrate data analysis experience, including the ability to collect organize, interpret, and report on workforce, operational, or program data to support decision-making. Experience with fiscal, procurement, and contracting processes, including budget tracking, purchasing, or acquisition support. Federal Acquisition Certification for Contracting Office's Representatives (FAC-COR) Level 1 Certification or higher. 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. Physical Requirements: The work is usually sedentary, but it requires periods of walking, standing, bending or climbing, and employees may carry light items such as books, instruments, laptops, and other similar materials. 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/. How You Will Be Evaluated

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: Management Analysis & Administrative Operations Workforce & Human Resources Management Data Analysis & Clinical Performance Support Fiscal, Budget & Procurement Management Continuous Process Improvement & Regulatory Compliance 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. Other 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. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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/.