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Major duties include but are not limited to:
Official account of Jobstore.
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
Official account of Jobstore.
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
Official account of Jobstore.
