Job Listing
Secretary
Veterans Health Administration · Posted 62 days ago
About the Role
This secretary position is located in the Surgical Care department at the VA Boston Healthcare System - West Roxbury campus. This position is full-time at 40 hours per week.
What You'll Do
- →Manages and maintains calendars and schedules; coordinates meetings, conferences and appointments; ensures leadership is briefed in advance on the purpose, participants, and background materials required for each engagement.
- →Receives, screens, and directs all incoming visitors; independently determines the nature and urgency of each contact; provides information or refers to appropriate staff based on knowledge of service operations, priorities, and personnel.
- →Composes, prepares, reviews, and distributes correspondence, memoranda, reports, briefing materials, and other documents on behalf of the administrative officer and department leadership, ensuring accuracy, proper format, and conformance with agency correspondence standards.
- →Arranges and manages travel for department leadership and staff, including preparing travel authorizations, booking transportation and lodging in the agency travel system, processing travel vouchers upon return, and ensuring compliance with agency travel policies and applicable per diem regulations.
- →Collects, compiles, analyzes, and distributes reports daily, monthly, and quarterly regarding the planning, analyzing, and evaluating the effectiveness of patient and operating flows across department campuses and community based outpatient clinics.
- →Oversees daily analysis of clinic scheduling, patient flow, and utilization of the scheduling system; identifies gaps or inefficiencies and brings findings to the attention of the administrative officer or appropriate administrative staff for action.
- →Performs data retrieval and compilation for quality management improvement purposes; prepares and distributes analyses and supporting data to service leadership and relevant staff for review and action.
- →Creates statistical diagrams, organizational charts, workflow charts, and other graphics to support presentations delivered to all levels of leadership.
- →Reviews time and attendance records and other personnel documentation to ensure proper application and consistency of pay regulations across multiple appointment types within the department; flags discrepancies for review by the administrative officer.
- →Maintains knowledge of supply and inventory policies and procedures; monitors stock levels, initiates supply orders as needed, and ensures compliance with agency supply chain policies to support uninterrupted administrative and clinical operations within the department.
- →Confirms that vendors are following proper procedures with the billing of disposables and coordinates with administrative staff when there are new vendors or aggregate issues with invoice processing; escalates unresolved discrepancies to the administrative officer.
- →Supports the administrative officer in tracking and coordinating documentation for all privileged clinical staff; maintains tracking logs for initiation, completion, and submission deadlines; follows up with section chiefs and credentialing staff to ensure timely completion in advance of medical executive committee review cycles.
- →Performs other duties as assigned.
- →Work Schedule: Monday - Friday, Day Shift Virtual: This is not a virtual position.
Requirements
- ✓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.
- ✓There is no educational substitution at this grade level.
- ✓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/.
Personality Fit
This role is commonly a great fit for these MBTI types:
Job ID: 530de3b7-a2fc-403d-91d9-6c62b823b602
Posted via USAJobs