Administrative Specialist

Job Title

Administrative Specialist

Job Description

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.

Position Details

This is not a virtual position.

PD03362-O

Not Authorized

Not Authorized