Secretary

The Secretary reports directly to the Associate Medical Center Director, providing high-level administrative coordination and supporting executive priorities across the organization. This position plays a pivotal role in ensuring the efficient functioning of front-office operations by managing complex calendars, coordinating high-level communications, overseeing office processes, and maintaining seamless workflow across the Executive Leadership team. Duties include, but are not limited to: Manage complex executive calendars; set priorities; resolve conflicts; coordinate representation by appropriate officials. Independently schedule and coordinate in-person/telephone/virtual meetings; prepare read-ahead materials; handle logistics. Track and close suspense items; brief leadership on approaching deadlines or risks. Review, edit, and clear outgoing correspondence for completeness, tone, policy conformance, grammar, and required clearances. Draft complex replies and executive summaries using VA policies and local procedures. Serve as liaison to internal/external stakeholders (VISN, VHA Central Office, congressional staff, VSOs) on administrative issues. Screen visitors and calls; resolve matters under policy; route actions and follow up systematically. Design, implement, and enforce standardized filing/publication systems per VA records and privacy; audit for compliance. Process incoming/outgoing materials; create, edit, format, and produce documents to executive standards and deadlines. Interact with Veterans, families, and the public courteously and tactfully; provide consistent information per policy. Resolve routine and sensitive administrative issues at the lowest level; escalate only when policy requires. Work Schedule: Monday • Friday, 7:30 am • 4:00 pm, subject to change based on the needs of the facility. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD033700 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/01/2026. 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-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: 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 managing a senior leader's complex calendar, including high-visibility meetings, competing priorities, and confidential engagements across multiple service lines. • Experience preparing executive-level correspondence, reports, briefing materials, decision memos, and read-ahead packets with minimal direction and high accuracy. • Experience managing incoming requests, determine priority/urgency, coordinate follow-up with stakeholders, and maintain continuous workflow for an executive office. • Experience coordinating high-level meetings or events, including agenda development, capturing action items, ensuring completion, and maintaining records in accordance with VA requirements. • Experience utilizing administrative systems such as (e.g., Outlook, Teams, VHA SharePoint/PowerBI dashboards, routing/approval systems), with the ability to draft, edit, track, and manage documents across multiple platforms. • Experience handling sensitive and confidential information, applying sound judgment, professionalism, and discretion in support of senior leadership. • Experience coordinating activities among leaders, service chiefs, HR, finance, and clinical/administrative stakeholders to facilitate smooth executive operations. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. 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. Physical Requirements: The work is predominately sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying light items such as papers, books, and small parts; driving an automobile, etc. No special physical demands are required to perform the work. Incumbents may require occasional travel to assist with the logistics of meetings and conferences. 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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 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. There is no educational substitution at this grade level. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.