Job Listing
Secretary (OA)
Veterans Health Administration · Posted today
About the Role
The position works with the highest ranking senior executives within the healthcare organization to include: Associate Director, Assistant Director, Associate Director for Patient Care Services, Chief of Staff and the Deputy Chief of Staff. The incumbent is assigned as direct report to a member of the Executive Leadership Team. The primary purpose of the Secretary (OA) is to provide administrative coordination and support to a member of the Executive Leadership Team.
What You'll Do
- →Duties include but not limited to: Comprehensive Administrative Coordination Coordinates scheduling for the ELT including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings including those with VACO, VISN, Congressional offices, and other key stakeholders.
- →Manages reoccurring obligations such as due council/committee reports, minutes, and engagements for the ELT.
- →Coordinates the ELT schedule's to attend major facility and/or community events as facility leadership representative including scheduling in calendar, getting event agenda, collecting requested action for the ELT, drafting/securing talking points, and briefing them on any event requirements to ensure they are prepare to participate.
- →Manage meeting logistics and coordination for the ELT to include setting up meeting makers, confirmation of attendees, booking of meeting locations, set up of audiovisual devices, scheduling teleconference lines, drafting meeting agenda, gathering/producing meeting documents, and taking meeting minutes.
- →Serve as Travel Coordinator for the ELT to include submission of travel requests via LEAF/Concur, set up of travel logistics, and submission of reimbursement for the ELT, and their Health Systems Specialist.
- →Manage equipment and supplies for the Executive Leadership Team (ELT), which includes ordering, purchasing, inventory management, and maintenance.
- →Support personnel/Human Resource functions for the ELT including management of staff's personnel folders, submission of Human Resource tickets/requests, support of annual Performance Plan, Performance Appraisal and award completion/submission, assistance in recruitment efforts, Position Description management, and other staffing functions.
- →The incumbent may provide meeting coordination, meeting logistic setup, meeting day support (setting up/managing audiovisual components), draft agendas, secure locations (virtual or in-person), collect meeting documents,prepare documents for attendees, and take minutes.
- →Public Contact Serve as the public face for the ELT greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors.
- →Provide service recovery for Veterans and their families to include addressing immediate issues within their scope of influence, connecting with appropriate department to address their specific issue/concern, and logging/tracking issues/concerns to include in the Patient Advocate Tracking System Replacement (PATS-R).
- →Manage the ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries.
- →Manage and maintain emergency phone trees and emergency alert systems for communication of staff reporting to the ELT.
- →Manage ELT mail groups including regular updating (adding/removal of staff).
- →Correspondence and Action Item Manage Manage Action Items for the ELT including conducting initial review for accuracy/completion, assignment to services, tracking/collecting responses, routing for second-level and final level review, and routing for final submission.
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.
- ✓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.
- ✓There is no educational substitution at this grade level.
Personality Fit
This role is commonly a great fit for these MBTI types:
Job ID: f992db04-29be-45ff-a038-7cdc54a89313
Posted via USAJobs