This position is located in the Office of the Director, a multifaceted workplace environment encompassing 5 Sections to include the Executive Leadership Team, Compliance and Business Integrity, Quality Management, Research Compliance, and Public Affairs. The incumbent plays a critical role in the overall function of the office, responsible for a broad range of administrative, program and compliance requirements.

Duties

Duties include, but are not limited to: Serves as principal administrative assistant to the Executive Assistant to the Director and also supports the Director as needed by independently providing a wide range of administrative and program support toward the successful accomplishment of the office's program goals and objectives. Provides support for day to day office operations in the absence of the Director's Office Secretary, coordinating leave, and assuring continuity of the decorum associated with the upper management level. Supports the demanding office with a large volume of call and visitors associated with the Director office and independently answers most calls and inquiries involving routine matters. Coordinates and independently manages the calendar for the Executive Assistant to the Director aswell as Director as needed, having authority for the commitment of his time based on his/her interests, objectives, and responsibilities. Anticipates requirements and resolves scheduling conflicts, as required. Coordinates calendars across executive offices and services, plans meeting events to include organizing calls, reserving meeting space, sending meeting invites involving the Executive Assistant. Arranges appointments and conferences involving the Director, and the Executive Assistant to the Director with his/her subordinates and other officials of the medical center and ensures and records attendance as needed. Makes complete arrangements for staff meetings, conferences, special meetings and appointments with outside stakeholders. Coordinates arrangements and finalizes plans for special events and conferences within the Director line to include reserving meeting rooms; notifying attendees of date and time, preparing necessary handouts; requesting videoconferencing, and arranging for refreshments when relevant. Initiates and finalizes travel arrangements, prepares trip tickets and travel orders and completes travel vouchers for the Executive Assistant to the Director and/ or Director. Proofreads all correspondence prepared by Executive Assistant for procedural and grammatical accuracy, policy adherence and correct format, ensures appropriate dissemination. Coordinates program support processes for the EA to the Director; collaborates with facility administrative and other staff to ensure effective and efficient execution of functions to reinforce programming. Reviews and manages incoming electronic action items, screening material prior to appropriate distribution for suspense dates, establishing controls, follow up for supervisors, and dissemination to operating services. Assists in maintaining subject matter files and records that relate to the work of the Executive Assistant. Sets up, maintains, and monitors an electronic system to track the status of actions, both VISN and internal, as well as correspondence for all Services and Sections under the Director purview and ensure timely submission. Maintains office files and records to include personnel files and is knowledgeable of files to be located with minimal delay when requested. Serves as the backup to the Primary Records Control Liaison Officer for the Director Office. Performs office duties using a multitude of software applications such as Microsoft Outlook Publishing, Excel, PowerPoint, Teams as well as VHA data bases to extract and organize data, produce letters, memoranda, and a variety of working documents and forms such as spreadsheets, and reports utilizing graphics for visual presentation. Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM Position Description Title/PD#: Admin Support Assistant/PD018670 Physical Requirements: Includes light lifting, bending, standing, manual dexterity and walking is required.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-07 grade level Specialized Experience: One year of specialized experience (equivalent to the GS-06grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Independently answers calls and inquiries involving routine matters; composes replies to incoming mails; provides support for day to day office operations, coordinating leave, communicating effectively both orally and in writing; providing clerical and administrative support to a program; preparing, executing, and/or tracking inquiries and important information, maintaining calendars, appointments and schedules for services. Special Placement Requirement: Candidate must demonstrate high level experience utilizing Outlook, Excel, PowerPoint, Teams, and SharePoint to extract and organize data, produce letters, memoranda, and a variety of working documents and forms such as spreadsheets, and reports utilizing graphics for visual presentation. Please ensure your resume fully supports how you meet this special placement factor. Failure to provide details may result in being rated ineligible. You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Education

This job does not have an education qualification requirement.

Contacts

• Address Wilkes-Barre VA Medical Center 1111 East End Boulevard Wilkes-Barre, PA 18711 US
• Name: Stephanie Langer
• Phone: 814-860-2282
• Email: [email protected]