Secretary (OA)

Job Title

Executive Leadership Team Secretary

Job Description

Duties include but not limited to: Comprehensive Administrative Coordination Coordinates scheduling for the Executive Leadership Team (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