Administrative Officer

Job Title

This is not a virtual position, you must live within or be willing to relocate within a commutable distance of the duty location.

Reports to an Executive Leadership Team (ELT) member, the Chief of Staff, who manages multiple subordinate organizations with diverse and unrelated functions and is a member of the Medical Center Executive Leadership Team administrative support staff. This position provides executive level administrative and support services to the supervisor and provides direction to medical center clerical administrative and medical staff.

Duties include but are not limited to the following:

• Receives, processes, tracks, and responds to all correspondence and documents transmitted through the Executive Office;
• Ensures proper format, grammar, and staff coordination; composes official correspondence in final form based on knowledge of supervisor's views and past precedent; enforces rigid timelines.
• Serves as liaison between management staff and supervisor, providing accurate and timely information and guidance on procedures, policies, and requirements.
• Conducts regular meetings with Service/Service Lines/departments;
• Plans and directs office procedures; conducts training sessions for clerical, administrative, and medical personnel;
• Disseminates directives and publications in a timely manner.
• Maintains interim and completed performance appraisals for the ELT member's direct reports;
• Collaborates with chiefs of medical service lines ensuring physician performance standards and performance pay requirements are written in accordance with VA mission, strategic goals, and accrediting body requirements;
• Maintains timecards, initiates personnel actions and overtime actions, and ensures appropriate actions are completed timely for the supervisor's subordinate staff;
• Serves as timekeeper for assigned T&Ls
• Tracks staffing levels and recruitment activities; drafts new and updates existing position descriptions.
• Receives telephone calls and greets visitors;
• Screens callers and determines appropriate referral; uses independent judgment in referring, initiating, or disposing of inquiries;
• Makes arrangements for travel, meetings, and community activities;
• Maintains master contact list of dignitaries, community leaders, and affiliated organizations for official functions.

Work Schedule: Monday-Friday, 7:30am-4:00pm

Recruitment & Relocation Incentives: Not authorized

Critical Skills Incentive (CSI): Not approved