Total 9 Director/C-Level Safety Health Manager job vacancies in Administrative / Clerical category in The United States of America

ROLE SUMMARY

Executive Administrative Lead to Pfizer’s Chief Medical Officer (CMO), Head of Worldwide Medical & Safety, provides administrative and office services of a highly complex and critical nature. The Executive Administrative Lead is expected to be able to work autonomously with exceptional professionalism and attention to detail with work that involves time-sensitive and urgent issues, tight time frames, and in demanding situations. This role will also be expected to think creatively about how we can continue to run the office more efficiently. This role will be a key member of the Office of Pfizer’s CMO.

This position will provide a full range of executive level administrative support to the CMO. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong communication, collaboration, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

As part of the administrative support team, you are recognized as an advisor to other colleagues in your group due to your comprehensive knowledge and skills in your area and understanding of the larger organization. You are innovative in identifying solutions to problems by taking a broader perspective that benefits the organization. You encourage collaboration and communication within the team and across groups to influence desired outcomes. You train others and provide guidance to the team that helps us achieve our goal of creating breakthroughs that change patients’ lives.

ROLE RESPONSIBILITIES

• Manage sensitive matters with a high level of confidentiality and discretion.
• Monitor CMO’s mailbox including sending and responding to emails on the leader’s behalf, bringing critical/time sensitive matters to immediate attention.
• Manage CMO calendar which includes meeting scheduling, maintaining full year schedule of speaking engagements, conference room reservations, teams meetings, audio/video set-up and associated meeting logistics (i.e., catering, collecting conference agendas and forms, follow-up with conference organizers, etc.)
• Manage complex calendar and anticipate conflicts and use diplomacy to resolve problems in advance.
• Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met.
• Work closely with Chief of Staff on operational planning, updating LT org charts, LT meetings, LT offsites, and other CMO commitments.
• Responsible for all logistics of meetings including conference room reservations, teleconference, videoconference, food ordering and associated meeting logistics.
• Collaborate with Chief of Staff, PX Lead and Communications partners on planning for Town Halls, Extended Leadership Team Meetings, Site Visits and other communication and engagement events.
• Proactively prepare meeting materials in advance
• Prepares registration for conferences and speaking engagements. Provides all information required by conference organizers (bio, photo, speaker form, etc.). 
• Organizes all domestic and international travel for business, including aviation arrangements, hotel accommodations, ground transport, travel documents, visas/passports, and presentation materials for meetings. Prepares detailed itineraries.
• Support logistics and planning of offsites. Research options for meeting venues and cost.
• Prepare expense reports, track reimbursements, and ensure correct AMEX credits/debits; manage purchase orders through Ariba system and tracking invoices.
• Maintain impeccable records and files of CMO documents for auditing purposes.
• Handle the coordination of PE Requests, ensure proper invoice routing and tracking and interfaces with vendors.
• Coordinate and provide key information to other enterprise partners as appropriate.
• Order office supplies and IT equipment as requested.
• Work closely with other Administrative Partners within WMS and across the Pfizer R&D Leadership Team
• Use appropriate discretion in the management of information and stakeholders.

BASIC QUALIFICATIONS

• 5+ years of demonstrated executive administrative assistant experience with 2+ years providing 1:1 executive level support required.
• Ability to carry out all office and administrative functions proficiently, with high quality on a timely basis required.
• Must have the ability and professional demeanor to interface with senior management, international colleagues and important external stakeholders and must be able to exhibit good judgment in handling confidential information.
• Demonstrated resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative.
• Demonstrated ability to be change agile.
• Demonstrates Pfizer Values.
• Flexible work hours required (early mornings, evenings and/or weekends, as needed).

Required Skills

• Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization, including C-Suite.
• Proficiency in MS Word, Excel, PowerPoint, Teams and Outlook are essential.

PREFERRED QUALIFICATIONS

• Associates degree or Bachelor’s degree preferred.
• 10 years administrative assistant experience preferred.
• Bachelor’s degree strongly preferred.
• Strong knowledge of Pfizer headquarters environment.
• Knowledge of Pfizer organizational processes.
• Proficiency in Pfizer systems (e.g., Ariba, SharePoint, Concur, and Workday).
• Knowledge of Pfizer corporate compliance policies, T&E policies, etc.

The salary for this position ranges from $34.71 to $60.85 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments. Benefits offered include a 401(k) plan with Pfizer Matching Contributions and an additional Pfizer Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage. Learn more at Pfizer Candidate Site – U.S. Benefits | (uscandidates.mypfizerbenefits.com). Pfizer compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States - New York - New York City location.

Relocation assistance may be available based on business needs and/or eligibility.

Administrative

The Specialist Services Care Group at Greater Manchester Mental Health NHS Foundation Trust have an exciting and rare opportunity to join our team as a Personal Assistant to the Care Group Associate Directors. The post is full time basis (37.5 hours a week) based on the Prestwich site.

The post holder will be required to provide a responsive/comprehensive, innovative, efficient and confidential secretarial support service to the Associate Directors and may provide support toother members of the Directorate team.

The postholder should have experience of administering complex meetings including producing agendas alongside taking and writing of minutes.

The postholder should have excellent diary management skills, good knowledge and usage of Microsoft Office and the ability to cope with tight deadlines.

The post holder will also communicate appropriately with professionals in other disciplines, be able to maintain a high level of confidentiality and be confident in using own initiative.

To provide line management and supervision to junior members of the administration team.

Report directly to the Head of Administration and work in close liaison with the Associate Directors.

Greater Manchester Mental Health (GMMH) Foundation Trust employs over 6,400 members of staff, who deliver services from more than 160 locations.

We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford, Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.

Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.

Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.

Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.

See attached detailed job description and person specification:

Staff benefits
• Pay Enhancements – 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.
• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
• Excellent pension
• Cycle to work scheme
• Salary sacrifice car scheme
• Wellbeing programme
• Blue Light Card Discounts


This advert closes on Thursday 4 Jan 2024

Responsible for the overall administrative position of department, participating in and supporting administrative work where necessary. Manage the designated administration team, through regular one to one meetings, annual appraisal and objective setting, performance management and the full range of employee relations areas. Participate in the recruitment processes for the designated administration team in accordance with Trust policies. Assist with the efficient running of the department on a daytoday basis, problem solving as appropriate. Follow departmental protocols and be responsible for the management of improvements to working practices in conjunction with Senior Management Team. Act as Health Roster Lead, managing all aspects of the Health Roster system and ensure system is updated and maintained at all times. Responsible for ensuring administrative work for the department is completed by the admin team as agreed with the Senior Management and/or members of the senior clinical team. See Job Description for further information

Duties include and are not limited to:

• Provides direct administrative support and collaboration with other clerical and administrative staff within Chief of Staff Office to support administrative services.
• Coordinates administrative functions with the clinical services which report directly up to the Chief of Staff including but not limited to: Medicine, Medicine Sub-Specialties, Primary Care, Telehealth, Radiology, Anesthesiology, Surgery, Social Work, Mental Health, GRECC, Physical Medicine and Rehabilitation, Pharmacy, Dental and Research.
• Collaborates with the business operations side of the organization including Finance, Human Resources, Logistics, Environmental Services, Patient Administration Service, etc.
• Assists with organizational, functional and staffing charts; annual budget, overtime requests, incentive awards, fund control points, EIL inventory, and the like.
• Serves on Medical Center special projects, process actions teams, leadership focus groups, etc. as assigned.
• Is responsible for recruitment and interview activities, assisting with the organization of peer review of clinical staff, clinic profiles/set-ups and/or management, data management, retrieval and validation, employee records/files, orientation of new staff, and is the timekeeping official for Time and Attendance.
• Also, drafts and reviews service policies, plans and procedures, reviews and updates the Chief of Staff Office Emergency Preparedness Plan, Fire and Safety Plan, ADP Contingency Plan, etc.

In addition multiple duties related to the following are assigned:

Managers Administration and Management Work - The incumbent will develop and coordinate internal review systems to assure that both clinical and administrative activities comply with agency requirements. Incumbent will review, analyze and interpret incoming requests, recommend appropriate action or alternatives based on knowledge of internal operations, agency policies, budgetary constraints and work priorities. Manages administering programs concerning such matters as equal opportunity, merit promotion, and position management.

Administrative Management - Provides for the overall administrative management for the organization. This may include interpreting administrative policies, developing, implementing local policies, and/or providing advice to management on related issues. Performs administrative management requirements for a medium-sized organization with several subdivisions or functions. This includes applying administrative policies, maintaining various systems, and handling travel or other staff requirements.

Program Analysis - The incumbent provides administrative support to ensure compliance with national and VA requirements to include, but not limited to, the Office of the Inspector General, The Joint Commission, and visits by Veteran Service Organizations. Handles requests for information and resolves or assists in resolving a variety of problems. Independently triage the importance of issues, identify key staff as resources, and make prompt decisions on matters, conforming to Service expectations and established regulations. Develops and performs comparison studies on a variety of systems and programs to analyze, identify, and make recommendations regarding the performance and effectiveness of existing programs and processes. Evaluates workload distribution. Reviews directives from higher authorities and advises on potential impact to clinical operations.

Office Automation - Provides administrative support as liaison for the Chief of Staff's office. Manages schedules, makes appointments and coordinates meetings and conferences on behalf of the Chief of Staff. Finalizes correspondence prepared on behalf of the Chief of Staff.

Work Schedule: Day shift: 7:30-4:00 / 8:00-4:30
Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer (Chief of Staff Office)/PD101450
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Starting at $57,118 Per Year (GS 9)

Flexible Location: Based throughout Scotland, NES is a remote friendly employer supporting office, remote and hybrid working (within the UK). We’re happy to talk about how you want to work.

Work Pattern: Fixed-term, Full Time, 37.5 hours per week.

Fixed-term or Secondment** until 30/09/2024

**For NHS applicants, only a Secondment will be made available. For non NHS applicants, a fixed-term or secondment would be considered.

You must have eligibility and entitlement to work in the UK which is required to be maintained throughout your period of employment



Who We Are

NHS Education for Scotland (NES) is the national health board with statutory responsibilities to effect sustainable change through workforce development, education and training across the health and social care system in Scotland, while working at UK level with partner organisations.

The Nursing, Midwifery and Allied Health Professionals (NMAHP) Directorate works to support the education, training and continuing professional development of nurses, midwives, allied health professionals, health and social care chaplains and healthcare support workers. The Directorate is also responsible for providing education, training and workforce development across wider professional groups and disciplines, often in partnership with other agencies, to support key policy drivers.



The Opportunity

We are looking for an enthusiastic and self-motivated individual to join our small, but highly talented Infection Prevention and Control Education workstream. Working within the business support unit you will be a team player and possess excellent organisational, communication and digital skills.

Do you enjoy working at pace and being adaptive to an ever-changing environment? 

Do you enjoy working with a wide range of stakeholders and across a multidisciplinary team? 

Do you want to support colleagues in the Directorate and across the organisation, sharing information and expertise, where appropriate, and offering advice and support?

  Do you enjoy problem solving and collaborating with others? 

Working within the Business Support team you will have the opportunity to bring your unique skills and experience to the table, collaborating across multiple workstreams to support the NMAHP Directorate and the wider NES.

Does this sound like you?



What We Love to See

Administrators (Admin Officers) offer a broad range of skills and experience, if you can offer some or all of these, we’d love you to apply:

Extensive experience working in the field of business operations, including providing business support to meetings and production of formal minutes/action notes

Experience of managing work across multiple projects

Experience of supporting a senior role/s with the management of their diary, including prioritisation of incoming workload

Ability to confidently lead and facilitate the implementation of agreed actions arising from meetings with the Senior Leadership Team as appropriate.

High level of interpersonal, organisational, communication skills (both verbally and in writing) and a pleasant manner

Ability to work on own initiative, to organise and prioritise workload and to meet strict deadlines

Demonstrate honesty, integrity, care and compassion when dealing with others, utilising tact and persuasion skills when necessary



Benefits Which Matter

As a valued employee of NHS Scotland, you can enjoy an extensive range of benefits including:

Life-work balance - with opportunities for flexible working and remote working

Generous NHS pension scheme

Annual incremental salary progression (up to the maximum of the salary band) plus annual NHS salary scale review

Annual Leave - 27 Days increasing in line with service plus 8 days public holiday

NHS discounts and more



Diversity and Inclusion

Developing a successful national service for Scotland is impossible without ensuring we consider the diverse needs, perspectives and backgrounds of everyone in Scotland in our work. 

We are focused on hiring the very best talent available for NES, and actively encourage applications from candidates of all backgrounds and aim to ensure everyone is treated fairly, with respect and has a positive recruitment experience – regardless of the outcome. 

It’s not essential to be in an office administration role right now. You may be returning from a career break (e.g. maternity, paternity, caring for others) or returning after working in another field. Your experiences elsewhere can bring a fresh perspective to our work.

If you are considering applying and feel it would be helpful to discuss this initially, please contact allison.brown@nhs.scot



Next Steps

**NHS applicants will only be considered on a secondment basis, and so are strongly encouraged to discuss this with their current employer at the earliest opportunity

Our recruitment process is currently 100% remote and if successful you would initially work remotely, working from our offices as operationally required.

All applicants who are shortlisted for interview will be contacted by e-mail.

Online interviews will take place on Monday 30th October 2023.

Unless otherwise stated the deadline for applications is 23:59 hours on the closing date. Please note, CV’s will not be accepted

Proud member of the Disability Confident employer scheme

Major duties include but are not limited to:

• Determine program goals and objectives, and develops short and long-range plans for achieving them, in conjunction with the overall plans of the MS consistent with the strategic planning process
• Oversee a comprehensive evaluation of program goals and objectives and makes necessary adjustments to improve delivery of assigned services;
• Establish local policy in such areas as program emphasis and operating guidelines;
• Administer a system for the development and communication of program policies and procedures in accordance with new or existing rules and regulations, and ensures adherence to them;
• Administer a management reporting system which provides appropriate data for decision making in such areas as: workforce planning, organizational improvements; changes in delegations of authority; position management; and coordination among the center's programs and services.
• Develop, with the participation of subordinate Deputy Associate Directors (DAD) and managers, fiscal year plans that meet the objectives of current and proposed programs;
• Develop a balanced financial plan designed to meet realistic needs of the facility and MS; makes important decisions substantially affecting economy of operations expenses without impairing assigned activities through management assessment, cost effective position management techniques, reorganization, methods improvements, and automation;
• Ensure that utilization of available resources is in line with plan or modified through recurring review;
• Allocate available resources to provide the best possible outcomes in line with established priorities;
• As the accountable official, obtains accomplishments from staff in effective utilization of resources as related to budget, manpower, equipment, contractual services, physical facility needs and FTE control;
• Protect integrity of the budget, position management, classification and other processes to ensure compliance with existing regulations;
• Take timely corrective action where delegated responsibilities are not being properly applied or executed.
• Prioritize major work efforts;
• Evaluate the performance of the management team;
• Give advice, counsel, or instruction;
• Interview and tentatively select candidates for key centralized positions, and recommending appointment, promotion of reassignment involving such positions; and
• Hear and resolve appropriate complaints and grievances, referring those to the Chief Operations Officer which cannot be resolved at the facility

Work Schedule: Full-time, Monday-Friday, 7:00am - 3:30pm
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position is authorized for telework with 50 miles radius of a Member Services Health Resource Center location (please see locations).
Remote: This is not a remote position.
Position Description/PD#: Supervisory Administrative Services Manager (HRC Deputy Director)/PD007200
Relocation/Recruitment Incentives: Not authorized
Permanent Change of Station (PCS): Not authorized
Financial Disclosure Report: Required

Starting at $116,393 Per Year (GS 14)

Duties include, but are not limited to:

The incumbent oversees the daily operation of the Director's Office. As the Office Manager for the Executive Suite, the incumbent is expected to determine what needs to be done, develop action plans to achieve positive results, and develop monitors to ensure on-going success.

The incumbent oversees the office operation to include, but not limited to, ensuring there is appropriate coverage during absences, and assuring continuity of the decorum associated with the expected at the management level. Synchronizes daily office routine with those of the Quadrad (Medical Center Director, Associate Director, Chief of Staff, Associate Director for Patient Care Services), insuring that all appropriate correspondence and communications are shared and concurred upon.

A high degree of importance is placed in the secretarial relationships, coordination and resolutions necessary to ensure the efficient and smooth operation of these offices. Incumbent must stay abreast of all VISN and VACO protocol, templates, and reports, and will be responsible for tracking heads up and issue briefs submitted by the facility.

The incumbent serves as the personal administrative assistant to the Director involving a wide range and variety of administrative and secretarial duties. They relieve the Director of as many routine day to day administrative details as possible, maintain a smooth flow of communication in and out of the office, and perform office management duties. As the Director's Confidential assistant, the incumbent establishes and maintains the Director's personal file of correspondence and documents covering pending investigations for subordinate personnel and similar subjects.

The incumbent serves as the subject matter expert for and provides technical guidance to all service clerical support staff (i.e., secretaries, administrative support assistants, program support assistants, etc.) across the medical center. The incumbent may also provide feedback
and input into their annual performance evaluations when requested by the service leader.

Performs other related duties as assigned.


VA offers a comprehensive total rewards package: HR Specialist Total Rewards
Work Schedule: Monday to Friday, 8:00am to 4:30pm
Telework: . Maybe authorized at the discretion of the supervisor
Position Description/PD#: Secretary - Office of the DIrector/PD060030
Financial Disclosure Report: Not required

Starting at $56,747 Per Year (GS 8)

The GS-7 Secretary position is a developmental career ladder position. It has a full performance level of a GS-8 Secretary. The incumbent is the Secretary to the Chief of Staff (COS), who is responsible for the medical programs at this Center.

Specific duties and responsibilities include:

• Screens calls and visitors to the Executive Office Suite, and in particular for the Chief of Staff, determining the nature and purpose of the call, and referring calls not requiring the attention of the COS to other staff members or handling the matter personally.
• Maintains the Chief of Staff's daily calendar making appointments and arranging conferences and meetings without prior approval based on knowledge of his/her schedule.
• Arranges conferences for the Chief of Staff. Attends and records the minutes of meetings when required, summarizes appropriately, distributes copies to attendees.
• Responsible for coordinating all travel arrangements for the Chief of Staff, AA to the COS, and other employees as necessary, including financial planning, reservations and itinerary.
• Maintains the fund control points for Professional Services, which includes: membership fees that allow the facility to participate in community activities, license fees, as well as research and education/training programs and office supplies for the Executive Office.
• Prepares the annual fiscal year budget requests with the appropriate justifications for each.
• Takes and transcribes minutes of the Clinical Executive Board (CEB), Peer Review Committee, Disruptive Behavior Committee, and other committees as needed, setting the agenda, coordinating information for members of the committee, and following up on matters as required, such as publication of policy memoranda, notifications, preparation of data, etc.
• Responsible for the Part-time Physician Time and Attendance Audit Program.
• Processes incoming correspondence.
• Coordinates correspondence for the Chief of Staff and other management staff in the Executive Office.
• Screens publications, directives and periodicals and brings those of significance to the attention of the Chief of Staff and others as appropriate.
• Meets in person or by telephone with visitors/patients regarding their concerns and either resolves the problem(s) or refers to the appropriate person for resolution.
• Trains and gives general assistance to new secretaries to service chiefs under the Chief of Staff.
• Other duties as assigned.

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: Monday - Friday, 7:30am - 4:00pm
Compressed/Flexible: May Be Available
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA - Chief of Staff)/PD402-00388-0 and PD402-00387-0
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Notification:

• This position is in the Competitive Service.
• Veterans' preference does not apply for internal or other current permanent Federal agency employees.
• Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• This position is a AFGE Bargaining Unit position.
• This position is covered by locality-based comparability pay.
• The incumbent may be required to travel to other VA campuses and CBOC's.
• Selectee may be required to work at any VA Maine Healthcare System campus, as needed.
• May be required to attend conference at other facilities or other VA sites on occasion.
• Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.

Starting at $46,696 Per Year (GS 7-8)

Clerical/Administrative Support:
Manages the flow of information to and from the Executive offices. Responsible for serving as personal administrative assistant to the ELT member involving a wide range and variety of administrative and secretarial duties. Establishes and maintains files of correspondence and documents. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Composes and edits letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Screens all incoming mail, publications, directives, and periodicals. Assures that policies, memorandums, and other materials submitted are formatted properly, contain no spelling or grammatical errors and clearly articulate information. Reviews all outgoing correspondence for grammatical content, accuracy, conformance to VA correspondence format, established policies, and protocols for routing. Prepares draft documents and routes correspondence for signature. Establishes suspense files for pending actions. Prepares the agenda and minutes for multiple meetings. Solicits and coordinates materials prior to meetings and maintains files of all minutes. Serves as the SharePoint administrator for the ELT member's SharePoint page. Assists with personnel functions such as scheduling grievance meetings, arbitrations, consultations with HR, OGC, etc. Performs special projects as assigned such as process improvement projects, taskforce, or committee appointments, preparing presentations, requesting, and reviewing remarks prepared by public affairs, and completes literature searches. Prepares travel requests and authorizations in leaf and concur and makes all necessary travel arrangements for supervisor and other front office staff, including airline and hotel reservations, training requests, travel vouchers, and other pertinent information. Serves as Timekeeper for the Executive Offices.

Office Operations
Commits ELT to attendance and participation in meetings and conferences. Makes complete arrangements for staff meetings, conference, special meetings. Receives, schedules, refers, contacts, and generally manages telephone or personal contacts that include patients, visitors, staff, agency, and personnel, VISN Offices, or Central Office; external agencies (e.g., Joint Commission, IG, GAO); Veterans Service Organizations; Congressional Offices; federal, state, or local officials; attorneys; University personnel; news media; etc. Enters Patient Advocate Tracking System tickets. Orders office supplies and equipment, enters work orders in Vista and SharePoint, is the ADPAC, is responsible for key requests, is a PIV Sponsor and a TMS administrator. Maintains all emergency management plans (such as the fire escape plan, DERP and COOP) and is responsible for documenting attendance in the event of an evacuation. Completes monthly environment of care rounds in the Executive suite and reporting findings and developing remediation plans. Responsible for the Report of Survey program, ensuring that Boards of Survey are timely assigned and provide timely responses. Maintains Time and Attendance Reports. Obtains, organizes, files, and retrieves reports, correspondence, and data for use in reports, briefings, meeting, etc. Prepares agendas and takes minutes from meetings and ensures the minutes appropriately prepared, signed, posted, and distributed in a timely manner. Maintains an automated tracking system to ensure that projects and reports meet deadlines. Maintains service line folders, employee folders and standard committee folders for filing. Assists in preparing the Executive for welcoming remarks, brief speeches, and award presentations.
Office Automation:
Performs word processing work, whether from voice recordings or written material on a personal computer. Integrates several types of software to generate specific working documents and forms, such as: spreadsheet, database, word processing, desktop publishing, graphics, and other similar products. Selects appropriate system, application, and formats. Controls all documents posted to the Share Point, which includes policies, procedures, minutes, and standards of care.

Performs other related duties as assigned.

Work Schedule: Monday - Friday 8:00am - 4:30pm
Compressed/Flexible: not authorized
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework.
Virtual: This is not a virtual position.
Position Description/PD#: Secretary - Associate Director/PD028590
Relocation/Recruitment Incentives: not authorized
Permanent Change of Station (PCS): not authorized
Financial Disclosure Report: Not required

Starting at $48,247 Per Year (GS 7)