Summary The Administrative Specialist serves as the senior administrative advisor and program analyst for Dental Service and reports directly to the Chief of Dental Service. The incumbent has the responsibility of planning, coordinating, and evaluating administrative operations for a high-complexity, multi-site clinical program. Analyze operational performance, develop and implement service-level administrative systems, and coordinate cross service initiatives. Responsibilities The primary purpose of this position is to serve as the Dental Service's principal administrative program specialist responsible for the full scope of operational analysis, access management coordination, compliance monitoring, and multi-site program implementation. Duties may include but are not limited to: Serves as the primary non-clinical program specialist for implementation of VHA dental program. Independently analyzes new and revised national or VISN-level directives to determine operational impact on multi-site Dental operations. Develops implementation plans, monitoring mechanisms, and corrective action strategies to ensure compliance. Independently analyses new and revised national policies, handbooks, and VISN-level directives to determine operational impact on multi-site Dental operations. Develops implementation plans affecting Dental operations, monitoring mechanisms, and corrective action strategies to ensure compliance. In collaboration with the Chief of Dental and Administrative Officer, designs or updates local administrative SOPs, workflows, checklists, and tracking mechanisms for assigned program areas. Establishes compliance metrics and recurring review structures; conducts trend analysis; identifies systemic trends and gaps; and prepares formal corrective action plans for leadership approval and follow-up monitoring. Prepares executive-level briefings, narrative analyses, data tables, and briefing materials to support Dental leadership in reporting program status and compliance to facility, VISN, and national stakeholders, directly informing operational and strategic decision making on Dental operations. Independently plans and conduct complex operational analyses of workload, access, productivity, scheduling reports, local tracking systems to assess demand, supply, utilization, and performance relative to national and local targets across multiple Dental sites within a high-complexity VA healthcare system. Analyzes interrelated performance measures including time to third next available appointment, chair and provider utilization, recall effectiveness, no-show and cancellation trends, clinic template efficiency, and backlog management across multiple Dental sites. Identifies root causes of performance variation, identifying bottlenecks, opportunities for improvement, and develops evidence-based recommendations. Develops and maintains service-wide operational dashboards, scorecards, and summary reports for the Chief of Dental, AO, and Dental leadership; synthesizes complex data into clear, actionable information that supports decision-making on staffing, templates, hours of operation, and expansion planning. Leads access improvement initiatives that require cross-service coordination and workflow redesign. Recommendations directly influence clinic structure, staffing models, template design, hours of operation, and access expansion strategies. Provides expert recommendations that directly influence clinic structure; adjustments to clinic templates, staffing models, session mixes, support staff deployment, hours of operation, recall strategies based on analysis, tracks the impact of implemented changes on access, productivity, and Veteran experience, and access expansion strategies. Serves as the Dental subject-matter specialist for non-clinical aspects of scheduling, consulting and order management processes, ensuring alignment with national BAS and Office of Dentistry guidance and local scheduling policies. Conducts comprehensive workflow analyses across sites, mapping interdependencies among consult entry, triage, scheduling, recall, order management, and closure/obsolescence processes. Identifies systemic failure points that impact timeliness, compliance, and continuity of care. Interprets and adapts national BAS and Office of Dentistry guidance to local operational structures, works closely with MSAs, front-desk staff, clinic leads, and the AO to standardize business rules for managing wait lists, backlogs, cancellations, no-shows, and consult/order life cycles, incorporating national guidance and local operational realities. Work Schedule: Full-Time, Monday - Friday Telework: Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD03362-O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 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 or trial 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, 06/05/2026. 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. 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: performs reviews of clinical, financial, and administrative data related to hospital operations, drafts reports, memoranda, meeting minutes, performs documentation reviews of, clinical data, and administrative data, conducts education and training of all staff on topics that include, integrity and compliance, resident supervision documentation standards, employee patient boundaries, and business ethics. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. 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 graduate degree level. You will be rated on the following Competencies for this position: Communication Creative Thinking Customer Service Project Management Strategic Thinking 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. Preferred experience: 5 years dental-specific experience. Physical Requirements: In accordance with VA Directive and Handbook 5019. 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/. Additional Information This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. 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.
