This position is located in Executive Office at the Portland VA Medical Center. This position reports directly to the Health Care System Director, and provides administrative support to all employees of the Executive Office (i.e. Executives, Health Systems Specialists, Administrative Fellows, Equal Employment Opportunity, and Compliance Officer).Learn more about this agency
The incumbent provides complex administrative work, planning, and management essential to ensuring smooth operation of Executive Office and VA Portland Health Care System activities.
The incumbent works in a highly independent capacity to perform administrative work, which includes management of the Director s schedule or day-to-day plans. Identifies schedule/time required, and estimates resources required. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures and related materials. Schedules appointments, coordinates meetings, and/or schedules conferences for Director and other members of the executive team. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the VA Portland Health Care System Director. Researches and provides background on subject matter of meetings without direction.
As confidential assistant, the incumbent establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters. The incumbent independently searches and provides all appropriate reference material and makes travels arrangements for Director and other members of the Executives
The incumbent acts as a liaison and maintains communications with persons and/or groups within and out of the Executive Office, speaking for the Director on administrative issues. The incumbent welcomes, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. The incumbent serves as a conduit for items that must be discussed with the Director when he/she is off station for extended periods. The incumbent is regularly involved in high level contacts with visitors and callers from such organizations as: congressional offices, state and local officials, high ranking officials in the field or industry, attorneys, presidents of major national firms or organizations, and/or leading representatives of government agencies.
The incumbent processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries. The incumbent develops background information and prepares outlines for the Health Care System Director's public speaking
engagements, papers, and correspondence/reports. The incumbent ensures reports, correspondence and other matters requiring action or response have systems in place to meet deadlines and have quality results and prepares presentations and other documents as requested.
The incumbent routinely collects, compiles and tracks data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports. The incumbent distributes forms and instructions for annual performance ratings and ensures timely, proper completion. The incumbent maintains automated system of program-specific data to track Facility, Veterans Integrated Service Networks (VISN), or VA Central Office (VACO) suspense items with critical timelines.
The incumbent expertly uses the hospital computer system, including commercial software, to prepare reports, correspondence, and other presentations. Programs include Microsoft Office Suite, SharePoint, and the computerized patient record system to access pertinent patient information on an as needed basis.
Work Schedule: Monday-Friday 8:00 a.m.- 4:30 p.m.
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)/PD21261-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/580050600. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.