This position is located at Greater LA Veterans Health Care System with the Executive Leadership Team comprised of the highest-ranking senior executives within the health care organization. The incumbent is assigned as a direct report to a member of the Executive Leadership Team. The primary purpose of the Secretary (OA) is to provide administrative coordination and support to a member of the Executive Leadership Team.

Duties

Major duties include, but are not limited to the following: Coordinates scheduling for the ELT including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings including those with VACO, VISN, Congressional offices, and other key stakeholders. Coordinates scheduling for the ELT including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings including those with VACO, VISN, Congressional offices, and other key stakeholders. Manage equipment and supplies for the Executive Leadership Team(ELT), which includes ordering, procuring, inventory management, and maintenance. Coordinates the supply inventory in support of reordering/stocking needed items. 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 (PATS-R). Manage the ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries. Serve as administrator for all SharePoint and Shared Drives for the ELT Coordinate the ELT files both hardcopy and electronic to include organization, record keeping, archiving, and pulling documents as needed. Support the Administrative Chief and Enterprise Daily Management System (DMS) huddles by setting up teleconference line, running audiovisual components, updating board (when needed), coordinating schedule, and provide real-time support to manage huddle logistics. 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. Manage the routing of documents incoming/outgoing for the ELT. This may include inquiries, Memorandums, board actions, agreements, and other documents. The incumbent will log, track, review, and rout the document through each step of the process. Manages reoccurring obligations such as due council/committee reports, minutes, and engagements for the ELT. Prepare documents/correspondence for the ELT including Memorandums, Letters, Reports, Policies, Standard Work, and other documents/correspondence. Works with Service Chief to ensure documents are accurate, complete, and grammatically correct. Support major councils, committees, and workgroups the ELT chair or participate on. This may include VACO, Network, and facility-level groups. The incumbent may provide meeting coordination, meeting logistic setup, meeting day support (setting up/managing audiovisual components), draft agendas, secure locations (virtual or in-person), collect meeting documents, prepare documents for attendees, and take minutes. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday-Friday 8am-4:30pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD13635A Relocation/Recruitment Incentives: Not Authorized 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, 10/27/2023. 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-07 position you must have served 52 weeks at the GS-06. 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: GS-07: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Receiving visitors and telephone calls; Managing calendars and schedules; making commitments for management to attend meetings; tracking pending appointments, meetings and other commitments for management; using various software to compose electronic correspondence, reports, and memoranda such as Microsoft Word, Excel, PowerPoint, Outlook etc.; and serving as an office manager, providing accurate, timely advice on procedures, report requirements, and other matters necessary. There is no educational substitution at this grade level. GS-08: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Acting as Office Manager for Assistant Directors office, including as liaison from Assistant Director to Assistant Director Reports; Coordinates meetings, committees, and scheduling for Assistant Director; Receives visitors and telephone call; Arranges site visits for external dignitaries and audit teams, including preparing travel reservations and authorizations; Schedules and reserves meetings and prepares/disseminates agenda, including taking minutes; Assists Assistant Director for relaying instructions and information for programs to subordinate offices; prepares congressional correspondence; Serves as back up for Directors Secretary, including similar duties as listed previously; Serves as alternate timekeeper. There is no educational substitution at this grade level. You will be rated on the following Competencies for this position: Administration and ManagementCustomer Service (Clerical/Technical)Database AdministrationReadingWriting 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 requires sitting, walking, standing bending and carrying of light items such as papers, binders and books. Pace is fast and possibly at times, stressful. Auditory acuity to transcribe dictation is necessary. Visual acuity to accurately transcribe information into reports is essential. 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 Greater Los Angeles Healthcare System 11301 Wilshire Boulevard Los Angeles, CA 90073 US
• Name: Brandy Rivera
• Phone: (808) 433-0179
• Email: [email protected]