Secretary (OA)

Job Title

Secretary (OA)

Duties

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Duties include, but may not be limited to the following:

Administration (35%)

• Manages calendars for the primary Quad member and AO, including scheduling, prioritizing, rescheduling, declining appointments, and arranging representation when necessary.
• Screens calls and visitors to the Executive Office, determining appropriate handling or referral, and ensures follow up is completed.
• Maintains daily suspense tracking and ensures timely completion of reports and required submissions.
• Coordinates travel arrangements for Quad members, AOs, and others, including reservations, itineraries, registrations, funding paperwork, and completing Concur travel actions.
• Evaluates and prioritizes information requests during leadership absences and provides briefings upon return.
• Advises service/service line secretaries on administrative procedures and provides technical training to new support staff.
• Initiates, tracks, and maintains performance plans, proficiencies, and competency assessments; monitors deadlines for issuance and closeout.
• Maintains time and attendance for assigned staff; provides backup timekeeping coverage across the Executive Office.
• Provides cross-coverage for other Executive Office administrative staff.
• Uses office automation tools (VistA, MS Word, Excel, Outlook) and protects sensitive information per privacy and security requirements.

Program Coordination (35%)

• Provides administrative and program support for councils, committees, and other assigned agency programs, including data collection, compilation, research, and tracking.
• Coordinates with various services and service lines to secure required information and ensure action items are completed.
• Briefs the primary Quad member and other leaders in preparation for meetings.
• Arranges meeting spaces, initiates meeting requests, and manages meeting logistics and administrative details.
• Follows up on program-related tasks and ensures timely completion of commitments and deliverables.

Documentation Oversight (30%)

• Independently drafts routine and unique correspondence, including memoranda, directives, reports, and time sensitive VISN submissions.
• Processes all incoming and outgoing correspondence, ensuring correct grammar, formatting, attachments, and consistency with leadership direction.
• Screens incoming written materials and determines which items can be addressed independently.
• Maintains confidential and sensitive files for the Quad member, including documents related to investigations, personnel matters, patient or employee issues, security matters, and classified material.
• Maintains administrative and professional files, including the Director's official copy and all electronic filing systems, ensuring accurate organization and quick retrieval.
• Updates, formats, routes, and tracks numbered policy memorandums through review, approval, and publication; notifies staff when policies require revision.
• Performs other duties as assigned

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

Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for Ad-hoc telework only. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD636D-30481A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.