The position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), at VA San Diego Medical Center (VAMC). The Office of the Chief of Staff is central to the mission and function of VAMC. This office plays a lead strategic role in the effective management of patient care, medical education, and research for VAMC. As the Secretary to the Deputy Chief of Staff in the Chief of Staff Service, the incumbent has major and significantly diverse responsibilities.

Duties

Duties include, but are not limited to: Provide clerical support to the Deputy Chief of Staff/ (DCOS) and, as needed, to the Chief of Staff (COS) under the direct supervision of the Supervisory Health Systems Specialist (HSS). Facilitating and maintaining efficient through-put and effective office operations as relates to document, correspondence, and mail management; office supply/equipment procurement; Personal Identification Verification (PIV) card sponsorship; patient/customer complaint communications management (liaison with the Director and Patient Advocate's offices); and staff member timekeeping. Screening and fielding calls, visitors, and requests for information, providing information or resources/contacts, as appropriate, when the direct involvement of the COS is not required. Maintaining calendars, planning and/or preparing for meetings. Developing, organizing, and implementing process improvements that positively impact functional responsibilities of the office and staff. Providing administrative support to sections, special programs, processes, and systems that fall under the control of the COS (e.g., Medical Staff Office, Informatics, Systems Redesign, Occupational health. Prepares and reviews executive correspondences independently when format and subject matter are guided by precedent. Reviews outgoing correspondence and reports prepared by services for proper format, mathematical correctness, correct grammatical content and ascertaining that all necessary coordination of facts bas been completed and is in accordance with established policy. Interpreting, disseminating, assigning, and otherwise coordinating incoming requests for information and outgoing responses to said requests. Providing administrative support Medical Staff meetings and any other councils, committees, or meetings as identified. This support includes but is not limited to drafting agendas, scheduling meetings, taking and preparing minutes and ensuring completion of follow-up tasks. Functions as the Records Management Officer/Liaison for the Chief of Staff Office ensuring appropriate filing, storage and cataloging of records. Performing administrative and clerical support associated with the role, function, and activities of the Office of the Chief of Staff. Learning and understanding the full range of secretarial responsibilities within the Office of the COS in order to provide cross-coverage, as required. Serve as Travel Coordinator for their Executive Leadership Team (ELT) member to include submission of travel requests via LEAF/Concur, set up of travel logistics, and submission of reimbursement for their ELT member, and their Health Systems Specialist. Manage equipment and supplies which includes ordering, procuring, inventory management, and maintenance. Coordinates the supply inventory in support of reordering/stocking needed items. Serve as Purchase Card Holder. Serve as Timekeeper. Updates timecards daily to ensure accurate accounting and validates each pay period. Coordinates the accurate entering of compensated time and overtime. Support personnel/Human Resource functions for the ELT including management of staff's personnel folders, submission of Human Resource tickets/requests, support of annual Performance Plan, Performance Appraisal and award completion/submission, support of any award coordination and submission. Serve as the public face for the ELT greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors. Provide service recovery for Veterans and their families to include addressing immediate issues within their scope of influence, connecting with appropriate department to address their specific issue/concern, and logging/tracking issues/concerns to include in the Patient Advocate Tracking System-Replacement. Manage ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries. Manage Action Items for the ELT including conducting initial review for accuracy/completion, assignment to services, tracking/collecting responses, routing for second-level and final level review, and routing for final submission. Work Schedule: Monday - Friday, 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD10249O Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/16/2023. 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.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: reviewing correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, and format guidelines; skill in the use of a variety of computer software programs, database management, spreadsheets utilization, and graphic design programs; skill in proofreading and final review of correspondence and reports; experience and skill in transcription of clinical and administrative materials, compiling summaries of minutes and meetings, and preparing minutes and agendas for distribution. Preferred experience: Experience in executive assistant/secretarial level administration (managing calendars, taking/preparing minutes, coordinating travel, drafting correspondence, tracking actions, etc.); experience in the healthcare setting within VHA, Experience with customer/patient relations; strong computer skills including the use of Outlook, Word, Excel and PowerPoint; experience managing funds and utilizing a purchase card; experience in timekeeping systems and procedures. You will be rated on the following Competencies for this position:Administration and ManagementCustomer Service (Clerical/Technical)Writing 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. Note: A full year of work is considered to be 35-40 hours of work per week. 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. 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

There is no educational substitution at this grade level.

Contacts

• Address San Diego VA Medical Center 3350 La Jolla Village Drive San Diego, CA 92161 US
• Name: Megan Blanchard
• Phone: 210-992-6210
• Email: [email protected]