Secretary (Administrative Officer)

Job Title

Secretary (Administrative Officer)

Job Description

Duties include, but not limited to:

• The incumbent is a principal administrative support to all members of the Executive Leadership Team (ELT) of a healthcare system that consists of 2 medical centers, a Community Living Center and 2 Community Based Outpatient Clinics.
• The incumbent will be expected to travel to at least two (2) of the three (3) campuses on a weekly basis: (Preferably) Brooklyn VA Medical Center and to the Manhattan (Margaret Cochran Corbin VA Campus)
• Receives, schedules, refers and contacts employees of the organization, persons outside the organization, other government agencies, and public businesses.
• Receives and files all incoming and outgoing correspondence, reports, memoranda, and other forms of written communication.
• Draft, format and edits various correspondence (memo, actions, notices, formal replies, meeting agendas and minutes etc.) as needed for all ELT members. Proof reading and attention to detail
• Document management - the incumbent will ensure all documents needed for signature are routed to the respective ELT member on a timely basis, saved in the required folders and processed as necessary.
• Independently researches topics as requested, gather and prepares presentations in MS PowerPoint. The incumbent may need to verbally present the information during meetings.
• Manages multiple calendars in MS Outlook/MS Teams and schedules appointments to coordinate meetings and conferences on a daily basis. Exercises control over front office appointments.
• Answer and disseminate all phone calls on a multi-lined phone system. Receives visitors/guests answering questions and independently complete business involving established policy or routine matters
• Maintain logistics and monitors the use of services, supplies and equipment for the office. Provides general office supply and equipment support services.
• The incumbent will serve as back up regarding payroll activities.
• Serve as TMS administrator for the from office in running reports and monitoring staff training requirements on a regular and recurring basis.
• Must be knowledgeable and proficient in Microsoft applications (Word, Excel, PowerPoint, Access, Outlook, Teams) and Adobe Acrobat.
• The secretary applies and adapts guidelines, regulations, or the supervisor's policies to specific problems for which the guidelines are not completely applicable.
• Other duties as assigned

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

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (Administrative Officer) / PD012080

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

US Department of Veterans Affairs