Administrative Officer

Administrative OfficerMajor Duties: Administrative/Management SupportProvides for the overall administrative management and assistance for the executive office. This includes coordinating administrative policies, developing and implementing local policies, defining administrative requirements, coordinating responses to VISN action items and/or providing advice to the Executive team on related issues.Supports the management of the overall administrative operations for the various services and programs in conjunction with and at the direction of the Medical Center Director.Carry out various assignments of a comprehensive nature designed to assist the MCD and executive leadership in directing and evaluating the effectiveness of the numerous programs and activities, and responsible for maintaining minutes and follow up on all topics discussed during executive meetings and disseminating information to absentees and other responsible parties.Coordinates and collaborates on activities with other members of the executive office, services, and VISN and other offices as appropriate. The activities include coordinating meetings, special activities.Secures, coordinates and prepares statistical reports and other information for the staffing statistics, organizational charts, employee evaluations, etc. for MCD.Accordingly, s/he establishes and implements policies addressing secretarial/administrative practices. Completes assignments and special projects for executive leadership, as requested and provide guidance and oversight of executive office staff.Reviews, analyzes and interprets incoming requests, recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities.S/he routes matters requiring action to appropriate VANJHCS staff, and assigns coordinating action/responsibility; maintains appropriate suspense dates and records; and ensures that actions are completed expeditiously and accurately.Coordinates the administrative workflow of the executive office staff members and reviews and routes correspondence to appropriate Executive Team member and respective departmental Director/Manager.Serves as the liaison with the MCD organizational staff, VISN Offices and Human Resources Management Service concerning personnel related matters.Manages Executive Schedules, Boards, Committees, ConferencesExercises complete control over the executive leaders' appointment calendar with authority for commitments of time. Screens calls and visitors, answering most questions and completing most business, and uses sound judgment in referring people to the VANJHCS Director. He/she makes the Director aware of problems/conflicts whenever necessary and follows through to resolution.Arranges meetings, develop agenda's, development and preparation of meeting/program materials, conference calls, frequently for large groups of senior level executives, from organizations such as VA, affiliated institutions, Veterans Service Organizations, Congressional offices, and State and City government, which includes the oversight of all logistics planning and preparation for meetings, including scheduling, mailings; travel, dining and lodging arrangements; special events for the VANJHCS Director's use, notification of individuals, and arrangements for equipment.Public Work ContactServes as the principal Executive Office contact for reception of in-person visits by patients, family members, concerned citizens, etc., and is also the first to receive incoming calls and letters.S/he uses sound judgment to rout issues to appropriate VANJHCS staff and works to ensure resolution and response.Maintains recordings of all meetings, suspense items and time sensitive documents between VANJHCS Director and Congressional offices, VA Central Office and VISN 2 staff, directors of other VA.Supply ManagementMonitors the use of services, supplies, or equipment for the office.Ensures subordinate office support staff replenishes general office supply and equipment support services.S/he works with Veteran Canteen Service to ensure proper use of the funds and provides information to the Director on all proposed uses of the fundsPerforms other duties as assigned.Preferred Experience: Executive Correspondence Management Broad knowledge of VA, VHA, VISN and local VAMC policies and procedures -including White House Hotline, Congressional correspondence, and PATS-R managementWork Schedule: Full time, Monday-Friday, 8:00am-4:30pmTelework: Ad-hocPosition Description/PD#: Administrative Officer/ 561-3139780Relocation/Recruitment Incentives: Not AuthorizedPermanent Change of Station (PCS): Not AuthorizedFinancial Disclosure Report: Not required