This position is assigned to the Director's Office, VA Roseburg Healthcare System (VARHS) which is comprised of a medical center and community outpatient clinics in Eugene, Brookings and North Bend, Oregon. Approximately 25,000 Veterans are served each year with a variety of services to include primary medical, surgical, mental health. Provides administrative support to the Associate Director (AD).

Duties

Exercises control over the Associate Director and Executive Assistant's schedule with complete authority for commitments of time, establishes priorities at own discretion, and arranges or coordinates meetings with other subordinate administrative staff offices. He/she arranges meetings including agenda, space, time, and staff, assembles background material for agenda items and informs participants of topics to be discussed. Accepts, rejects, or proposes an alternative time for requested meetings when the AD's schedule contains conflicts. Independently arranges for travel based on Executive's preferences, including airlines, hotel arrangements, travel times, and other factors as identified through the close working relationship with the Executive. Maintains a calendar of future events for up to the next 12 months. Coordinates with the other members of the Executive Office to resolve scheduling conflicts, arranging for alternatives when scheduling conflicts arise. Schedules appointments, coordinates meetings, and/or schedules conferences for the AD. Researches and provides background on subject matter of meetings without direction. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members independently, as assigned. Supports the committees and councils chaired by the AD. Assigns and reviews administrative support work output for direct reports to the AD, which may include coordinating meetings with internal and external stakeholders, ensuring all stakeholders are invited, a room, time, and date are clearly identified and secured, and follow up actions are taken such as agenda, note-taker, and any subsequent meetings. Organizes the flow of clerical processes in the office and in subordinate AD offices. Reviews minutes, policies, and other correspondences to ensure they are technically correct and in compliance with administrative correspondence rules. Assigns, reviews, and coordinates administrative needs for the staff under the supervision of the AD. These may include preparation, filing, completion, and proofing of documents and processes associated for the staff under the supervision of the AD. Independently exercises control and has continuing responsibility for projects, questions, or problems associated with tracking program elements (such as the service orientation, suspense and RCS-10-1 filing system) and receptionist activities for the Director's suite, specific to the AD supported but often covering the entirety of the suite in support of all four Executives. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Maintains the strictest confidentiality of the Executive Office business and correspondence. Has regular access to printed and electronic files containing sensitive data, which must be protected under the provisions of the Privacy Act and other applicable policy and regulations including disciplinary actions, incident reports, and others. Maintains confidential and privileged documents, communications, and patient/resident information in preparation for or as a consequence of Administrative meetings, individual meetings with the Executive, or multidisciplinary groups. The nature of the interactions is sensitive, often involving personnel actions and consequences, which they may prepare, review, and file. Reviews official correspondences and ensures compliance with business rules, syntax, formatting, and grammar for Congressional responses, policies, procedures, standard operating procedures, media responses, and others as provided to the or by the Executive. Establishes controls on certain items such as proficiencies, appraisals, and suspense items. Manages suspense system for administrative concerns, ensuring all submissions are timely, complete, and accurate before review by AD. Work Schedule: Monday - Friday, 8:00am - 4:30pm Compressed/Flexible: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD302910 and PD302900 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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 within 30 days of the closing date of this announcement, 04/15/2024. 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 within 30 days of the closing date of this announcement. For a GS-06 position you must have served 52 weeks at the GS-05. For a GS-07 position you must have served 52 weeks at the GS-06. 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 specialized experience as described below: For GS-06 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade 05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: managing of an executives schedule or day-to-day plans scheduling appointments coordinating meetings/conferences attending meetings, preparing meeting minutes following up on action items with appropriate staff members establishing and maintaining files of correspondence making travel arrangements purchasing supplies preparing presentations using programs such as Microsoft Office Suite to access information. GS-7 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: establishing priorities and arranges or coordinates meetings with other subordinate administrative staff offices arranging travels based on Executive's preferences, including airlines, hotel arrangements, and travel times attending meetings preparing meeting minutes following up on action items with appropriate staff members assigning and reviewing administrative support work output managing suspense system for administrative concerns, ensuring all submissions are timely, and complete developing background information and prepares outlines NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. Please note: In addition to meeting experience requirements, applicants for this position must show possession of the following proficiency: ability to type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. You will be rated on the following Competencies for this position: Customer ServiceFlexibilityInterpersonal SkillsManages and Organizes InformationProblem SolvingWriting 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 sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile, etc. No special physical demands are required to perform the work. The incumbent may be required to walk across the campus, in inclement weather, to retrieve documents, items, or vehicles as necessary for the performance of the AD's 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 Roseburg VA Medical Center 913 Northwest Garden Valley Boulevard Roseburg, OR 97471 US
• Name: John Buan
• Phone: 503-220-8262 X59964
• Email: [email protected]