Secretary (OA)

Administrative Assistant

Oversee daily administrative operations of the Associate Director (AD) Office; design and implement office processes.

Serve as primary information manager; prioritize actions, develop plans, and monitor information flow.

Ensure office coverage, continuity, and decorum; coordinate schedules and leave for Executive Leadership Team.

Manage communication, coordination, and problem resolution across leadership offices.

Review and route action items, reports, and correspondence for accuracy and compliance with VA, VISN, and VACO protocols.

Maintain and manage the AD's calendar; act on behalf of the AD to avoid conflicts and secure representation when needed.

Plan and execute recurring and one-time meetings; coordinate logistics for in-person and virtual events.

Assign Acting AD during absences and establish communication channels.

Maintain and organize subject-matter files, electronic tracking systems, and report submissions for all AD-aligned services.

Provide administrative support to Executive Leadership Team, ensuring timely and accurate communication.

Manage sensitive information; maintain confidential files and handle sensitive inquiries professionally.

Screen and triage calls and visitors; resolve or assist in resolving complaints from Veterans, families, or congressional offices.

Coordinate internal and external visitor events; review and distribute incoming mail with appropriate routing and background prep.

Respond to routine information requests and determine authorized release of information.

Track suspense items and coordinate responses to VISN requests; summarize information as needed.

Ensure proper correspondence procedures; train clerical staff on formats and documentation standards.

Prepare documents, memos, and responses with minimal review; ensure grammar, formatting, and accuracy.

Prepare agendas and minutes for facility-wide administrative councils and committees.

Support governance structures to promote organizational transparency and communication.

Coordinate AD travel and ensure required materials are prepared.

Use Microsoft Office to produce reports, forms, and nonstandard documents; update forms to improve processes.

Maintain awareness of VISN/VACO protocols; recommend priority decisions for administrative tasks.

Oversee publication and renewal of policies and SOPs under the AD Office.

Assist with hiring actions and onboarding; coordinate follow-up with HR and OIT.

Maintain strict confidentiality and safeguard sensitive electronic files.

Serve as Records Control Liaison; ensure proper maintenance and disposal of records.

Manage administrative service records; monitor directives and disseminate policy changes.

Maintain expertise with databases (EGAR, Menu Requests, PIV, HRSMART, Work Orders); enter requests and support other leadership offices.

Serve as Control Point Clerk for supply and service requests.

Act as Talent Management System Coordinator; track staff training compliance.

Manage Time and Attendance for AD's direct reports; ensure accuracy and resolve exceptions; serve as backup timekeeper.

Maintain office supply inventories and perform other assigned duties.

Work Schedule: 7:30a.m.- 4:00p.m / 8:00a.m -4:30p.m Monday to Friday

Telework: This position may be authorized for ad hoc telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD562-066210