This position is located in the Director's Office of the Wilmington, DE VAMC. The Executive Secretary s the primary point of contact for the Director. They serve as the Office Manager for the Director's Office which includes all members of senior leadership (i.e., Associate Director, Chief of Staff, Associate Director for Patient Care Services, Director of Quality Management and the Executive Assistant to the Director).

Duties

Duties include, but are not limited to: The incumbent oversees the daily operation of the Director's Office. As the Office Manager for the Executive Suite, the incumbent is expected to determine what needs to be done, develop action plans to achieve positive results, and develop monitors to ensure on-going success. The incumbent oversees the office operation to include, but not limited to, ensuring there is appropriate coverage during absences, and assuring continuity of the decorum associated with the expected at the management level. Synchronizes daily office routine with those of the Quadrad (Medical Center Director, Associate Director, Chief of Staff, Associate Director for Patient Care Services), insuring that all appropriate correspondence and communications are shared and concurred upon. A high degree of importance is placed in the secretarial relationships, coordination and resolutions necessary to ensure the efficient and smooth operation of these offices. Incumbent must stay abreast of all VISN and VACO protocol, templates, and reports, and will be responsible for tracking heads up and issue briefs submitted by the facility. The incumbent serves as the personal administrative assistant to the Director involving a wide range and variety of administrative and secretarial duties. They relieve the Director of as many routine day to day administrative details as possible, maintain a smooth flow of communication in and out of the office, and perform office management duties. As the Director's Confidential assistant, the incumbent establishes and maintains the Director's personal file of correspondence and documents covering pending investigations for subordinate personnel and similar subjects. The incumbent serves as the subject matter expert for and provides technical guidance to all service clerical support staff (i.e., secretaries, administrative support assistants, program support assistants, etc.) across the medical center. The incumbent may also provide feedback and input into their annual performance evaluations when requested by the service leader. Performs other related duties as assigned. VA offers a comprehensive total rewards package: HR Specialist Total Rewards Work Schedule: Monday to Friday, 8:00am to 4:30pm Telework: . Maybe authorized at the discretion of the supervisor Position Description/PD#: Secretary - Office of the Director/PD060030 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/26/2023. 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. 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.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805 US
• Name: Heather Shipp
• Phone: (302) 333-6713
• Email: [email protected]