This position is situated under the Office of the Director at the Dayton VA Medical Center in Dayton, Ohio and provides significantly sensitive and complicated administrative and coordination assignments in support of both the Medical Center Director (MCD) and the Executive Assistant (EA) to the Medical Center Director, as well as provides support to the other Executive Leadership Team (ELT) members and subordinate staff.

Duties

Serves as the Lead Executive Secretary for the Dayton VA Medical Center and is responsible for general oversight and providing guidance to the other (3-4) GS-0318-08 ELT secretaries within the Director's Office. Ensures that support is provided across the ELT members and Director's Office staff, as well as ELT members' service lines. Coordinates weekly huddles with executive secretaries for cross collaboration and facilitation of oversite of the secretary team, as well as oversees and facilitates a monthly education series for all Dayton VAMC secretaries, program support assistants, and other relevant administrative support staff. Serves as the authoritative source for translating guidance from VA Central Office, the Veterans Health Administration and VISN 10 as it relates to administrative duties for secretaries, program support assistants and other items related to executive and administrative support. Plans and manages the Medical Center Director's schedule or day-to-day activities using standard references or information gathered through research and personal contacts. Advises the MCD of important office issues arising during the MCD's absence, and brings significant items in reports, files and correspondence to the MCD's attention. Establishes controls and suspense dates for self and subordinate services and follows up on dates to ensure that required actions and responses are made within deadlines. Monitors resulting activities for the purpose of briefing the MCD and/or EA to the MCD. Reviews documents prepared by other departments and exercises responsibility for identifying specific issues, problems, and concerns. Coordinates the periodic review of Medical Center Memorandums and has total responsibility for support on a wide range of highly sensitive issues. Determines which staff should attend meetings or represent the organization at conferences. Such decisions are based on knowledge of the MCD's views on such issues. Coordinates with appropriate staff member(s) on attendance or timely input for meetings. Arranges meeting space, speakers, and support. This includes the performance of such activities as writing correspondence to the speakers and participants, and arranging hotel accommodations, transportation, and clerical support. Assists in making travel arrangements for the executive office. Tracks training and identifies training needs. Serves as office timekeeper, ensuring accurate, timely submission of time and attendance for staff. Provides application coordinator support to the MCD and other Director's Suite offices as needed for back-up, to include, but not limited to determining computer related hardware needs, requesting staff access needs, such as VA network, primary and secondary menus on VistA platform, computer software and programs, as well as physical access on Personal Identification Verification (PIV) card, and sponsoring staff for new PIV badges. Provides general office support services such as obtaining handling service office level purchases through the purchase card program, procurement activities associated with office equipment, supplies and services, or answering questions concerning policies and procedures related to office services. Ascertains office needs and coordinates the ordering of supplies, equipment and services to meet the need. Subsequently, controls the supplies, equipment and services using standard procedures. Willingly accepts special assignments delegated by top management personnel. Communication, Mail, Correspondence, and Reports 25 percent Acts as a liaison or handles the communication with persons and/or groups within and outside of the organization or office. Provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the agency's policies, directives, and instructions. Provides appropriate information to contacts regarding the MCD's views on current issues and programs. Serves as conduit for information and guidance in referring technical and/or advanced problem areas to the supervisor. Incoming telephone calls and personal visitors must be screened and handled with prudent judgment and tact in order to obtain pertinent information. Keeps supervisor and department leaders up to date on administrative requirements and changes. Work Schedule: Monday - Friday; 8:00am - 4:30pm 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. Virtual: This is not a virtual position. Position Description/PD#: Lead Executive Secretary/PD921340 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, 12/27/2023. 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-9 position you must have served 52 weeks at the GS-8. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-8 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services. Is open to change and new information; adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with pressure and ambiguity. Shows understanding, friendliness, courtesy, tact, empathy, concern and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities and other individual differences. Organizes work, sets priorities and determines resource requirements; determines short or long term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals monitors progress and evaluates outcomes. You will be rated on the following Competencies for this position: Clerical Customer Service Flexibility Interpersonal Skills Planning and Evaluations Problem Solving Reading Writing Leadership 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 essentially desk oriented in an executive office setting. Work is primarily sedentary; however, some walking, standing, bending, and carrying of light objects (such as papers, books, office supplies) is required. 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 Dayton VA Medical Center 4100 West Third Street Dayton, OH 45428 US
• Name: Maria Malueg
• Phone: 210-617-5300 X14937
• Email: [email protected]