Secretary (OA)

Summary

The position works with the highest ranking senior executives within the healthcare organization to include: Associate Director, Assistant Director, Associate Director for Patient Care Services, Chief of Staff and the Deputy Chief of Staff. The incumbent is assigned as direct report to a member of the Executive Leadership Team. The primary purpose of the Secretary (OA) is to provide administrative coordination and support to a member of the Executive Leadership Team.

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Duties

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Duties include but not limited to:

Comprehensive Administrative Coordination

Coordinates scheduling for the ELT including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings including those with VACO, VISN, Congressional offices, and other key stakeholders.

Manages reoccurring obligations such as due council/committee reports, minutes, and engagements for the ELT.

Coordinates the ELT schedule's to attend major facility and/or community events as facility leadership representative including scheduling in calendar, getting event agenda, collecting requested action for the ELT, drafting/securing talking points, and briefing them on any event requirements to ensure they are prepare to participate.

Manage meeting logistics and coordination for the ELT to include setting up meeting makers, confirmation of attendees, booking of meeting locations, set up of audiovisual devices, scheduling teleconference lines, drafting meeting agenda, gathering/producing meeting documents, and taking meeting minutes.

Serve as Travel Coordinator for the ELT to include submission of travel requests via LEAF/Concur, set up of travel logistics, and submission of reimbursement for the ELT, and their Health Systems Specialist.

Manage equipment and supplies for the Executive Leadership Team (ELT), which includes ordering, purchasing, inventory management, and maintenance.

Support personnel/Human Resource functions for the ELT including management of staff's personnel folders, submission of Human Resource tickets/requests, support of annual Performance Plan, Performance Appraisal and award completion/submission, assistance in recruitment efforts, Position Description management, and other staffing functions.

The incumbent may provide meeting coordination, meeting logistic setup, meeting day support (setting up/managing audiovisual components), draft agendas, secure locations (virtual or in-person), collect meeting documents,prepare documents for attendees, and take minutes.

Public Contact

Serve as the public face for the ELT greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors.

Provide service recovery for Veterans and their families to include addressing immediate issues within their scope of influence, connecting with appropriate department to address their specific issue/concern, and logging/tracking issues/concerns to include in the Patient Advocate Tracking System Replacement (PATS-R).

Manage the ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries.

Manage and maintain emergency phone trees and emergency alert systems for communication of staff reporting to the ELT.

Manage ELT mail groups including regular updating (adding/removal of staff).

Correspondence and Action Item Manage

Manage Action Items for the ELT including conducting initial review for accuracy/completion, assignment to services, tracking/collecting responses, routing for second-level and final level review, and routing for final submission.

Provide backup to the facility Correspondence Analyst. This may include the assignment, collecting, reviewing, tracking, and routing of all Action Items for the facility to include VACONISN inquiries/actions, Congressional inquiries, White House Hotlines, Office of the Inspector General inquiries, and other action items assigned to the facility for follow up.

Prepare documents/correspondence for the ELT including Memorandums, Letters, Reports, Policies, Standard Work, and other documents/correspondence. Works with Service Chief to ensure documents are accurate, complete, and grammatically correct.

Manage the routing of documents incoming/outgoing for the ELT. The incumbent will log, track, review, and route the document through each step of the process.

Support the Administrative Chief and Enterprise Daily Management System (DMS) huddles by setting up teleconference line, running audiovisual components, updating board (when needed), coordinating schedule, and provide real-time support to manage huddle logistics.

Coordinate the ELT files both hardcopy and electronic to include organization, record keeping, archiving, and pulling documents as needed.

Serve as administrator for all SharePoint and Shared Drives for the ELT.

Performs 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, 8:00 am - 4:30 pm

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD13635A and PD13636A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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 ( 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/08/2026.

Time-In-Grade Requirement : Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement.

For a GS-07 position you must have served 52 weeks at the GS-06.

For a GS-08 position you must have served 52 weeks at the GS-07.

The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience as described below:

• Specialized Experience for the GS-07 level: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Managing calendars, customer service, utilize purchase cards, coordinate travel, take/prepare meeting minutes and track actions. Skill in how to operate a computer and computer software including Microsoft Office, Word, Outlook, Excel, and PowerPoint, as well as timekeeping systems and procedures.
• Specialized Experience for the GS-08 Level: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience in executive assistant/secretarial level administration to manage calendars and funds, utilize purchase cards, coordinate travel, take/prepare meeting minutes and track actions. Skill in how to operate a computer and computer software including Microsoft Office, Word, Outlook, Excel, and PowerPoint, as well as timekeeping systems and procedures.
• Typing Proficiency: I can type at least 40 words per minute.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.