This position is located in the Deputy director for Patient Care Services at Portland VA Medical Center in Portland, OR. The Secretary (OA) provides administrative support to all employees of the Executive Office (i.e. Health Systems Specialists, Administrative Fellows, Equal Employment Opportunity, Compliance Officer) such as the Deputy Director, Assistant Director, Chief of Staff, and Deputy Chief of Staff during the absence of other Executive Office support staff.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-08. At the GS-07 grade level, you will perform assignments of a more limited scope and with less independence. You will progressively acquire the background necessary to perform at the full performance level of GS-08. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance, availability of higher-level work, and availability of funds. The Secretary (OA) supports the Strategic Business Unit (SBU) Patient Care Services (PCS) which has 8 Divisions that report to the Chief Nurse Executive. These divisions include: Emergency Medicine, Education, Imaging, Inpatient Division, Nursing Professional Services, Pathology & Lab Medicine, Pharmacy and Sterile Processing. The Secretary (OA) is responsible for providing complex administrative work, planning, and management essential to ensuring smooth operation of Executive Office and Health Care System activities. Major duties and responsibilities include but not limited to: Working in a highly independent capacity to perform administrative work, which includes management of the Executives' schedules or day-to-day plans Assisting and updating office documents, standard operating procedures and related materials Scheduling appointments, coordinating meetings, and/or scheduling conferences for Executives and other members of the executive team Attending meetings, preparing meeting minutes, and independently following up on action items with appropriate staff members on behalf of the Medical Center Executives Managing the Executive Level Staff's (Chief of Staff, Deputy Chief of Staff, Deputy Directors and Executive Assistants) calendars/events; scheduling appointments without prior approval, resolving all scheduling conflicts daily Establishing and maintaining files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters Searching and providing all appropriate reference material and making travels arrangements for Executives and other members of the Executives' staff or visitors as needed Acting as a primary timekeeper for his/her Executive and follows policy for the purchase of supplies for the Executive Office Performing a variety of complex administrative work Acting as a liaison and maintaining communications with persons and/or groups within and outside of the Executive Office, speaking for the Executive on administrative issues Coordinating, managing various meetings and developing meeting minutes for the Medical Staff Council where Robert's Rules must be accurately recorded, policy changes accurately recorded and then communicated to various Services for integration Processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication Performing administrative reviews of all documents for signature; submitting PVARF documents including researching per diem rates, food, etc.; preparing all travel documents for Executive Level staff and mentoring and leading administrative support staff located at the Service and Division levels Supporting unannounced Joint Commission site visits as well as Magnet, OIG and VACO site visits Collecting, compiling and tracking data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports Distributing forms and instructions for annual performance ratings and ensures timely, proper completion Maintaining automated systems of program-specific data to track Facility, VISN, or VACO suspense items with critical timelines Using the hospital computer system, including commercial software, to prepare reports, correspondence, and other presentations Performing other related duties as assigned Work Schedule: Monday to Friday; 07:00 a.m. to 04:00 p.m. Recruitment & Relocation Incentives: Not authorized 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 telework. Telework eligibility will be discussed during the interview process. Financial Disclosure Report: Not Required

Requirements

Qualifications

Minimum Requirement: The following are minimum requirements for appointment as a Secretary (OA) in the Veterans Health Administration (VHA), which all applicants must met. Specialized Experience (GS-07): You must have one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (i.e., GS-06). Qualifying examples of specialized experience is providing administrative support in an office setting and would typically include but are not limited to: attending meetings, preparing meeting minutes, and independently following up on action items with appropriate staff members; developing plans or scheduling using standard references and existing information; assisting and updating office documents, standard operating procedures and related materials; and scheduling appointments, coordinating meetings, and/or scheduling conferences. (CLEAR DETAILS OF EXPERIENCE REQUIRED: Your resume must show complete information for each job entry, such as beginning and ending dates of employment, duties performed, and/or total hours worked per week.) Specialized Experience (GS-08): You must have one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (i.e., GS-07). Qualifying examples of specialized experience is providing administrative support to a management/executives in an office setting and would typically include but are not limited to: attending meetings, preparing meeting minutes, and independently following up on action items with appropriate staff members; developing plans or scheduling using standard references and existing information; assisting and updating office documents, standard operating procedures and related materials; and scheduling appointments, coordinating meetings, and/or scheduling conferences. (CLEAR DETAILS OF EXPERIENCE REQUIRED: Your resume must show complete information for each job entry, such as beginning and ending dates of employment, duties performed, and/or total hours worked per week.) AND TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Administration and ManagementCommunicationManages and Organizes Information IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. 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; religious; 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. Physical Requirements: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work. 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/.

Education

IMPORTANT: There is no educational substitution at this grade level.

Contacts

• Address VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]