This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), and VA Roseburg Healthcare System (VARHS) and is the Chief of Staff Secretary to the Chief of Staff, providing clerical and administrative assistance to the Clinical Tetrad (Quadrad) member and respective Executive Assistant

Duties

Incumbent exercises control over the Supervisor's 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 clinical 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. Independently arranges for travel based on Executives' preferences, including airlines, hotel arrangements, travel times, and other factors as identified through the close working relationship with the Executives. 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 Chief of Staff or a subordinate clinical leader. 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, supporting the Clinical Council under the Chief of Staff's purview and possibly subcommittees of the main council as mentioned above. Assigns and reviews administrative support work output for subordinate clinical leaders, which may include travel arrangements, maintaining calendars, and coordinating meetings with internal and external stakeholders, ensuring all internal candidates 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 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 professional staff under the supervision of the Chief of Staff. These may include preparation, filing, completion, and proofing of documents and processes associated with credentialing and privileging, ongoing professional practice evaluations/focused professional practice evaluations, professional standards boards, proficiencies, competencies, official travel, continuing professional education, and awards and recognition program. Incumbent independently exercises control and has continuing responsibility for projects, questions, or problems associated with tracking program elements (such as service orientation, clinical suspense's, and RCS-10-1 filing system) and receptionist activities for the Director's suite, specific to the Chief of Staff supported but often covering the entirety of the suite in support of all four Executives. Maintains the strictest confidentiality of the Executive Office business and correspondence. Incumbent 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, Peer Review, Tort Claims, incident reports, and others. Maintains confidential and privileged documents, communications, and patient/resident information in preparation for or as a consequence of clinical meetings, individual meetings with the Chief of Staff, or multidisciplinary groups. The nature of the interactions are sensitive, often involving personnel actions and consequences, which the incumbent 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 Chief of Staff. Establishes controls on certain items such as proficiencies, appraisals, and suspense items. Work Schedule: 8:00 a.m.- 4:30 p.m. Compressed/Flexible: Not available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD303100 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, 05/06/2024. 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 by the closing date of this announcement. For a GS-7 position you must have served 52 weeks at the GS-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of Specialized experience includes, but is not limited to, Performing administrative support tasks, answering and screening telephone calls, arranging meetings and conference calls, coordinating schedules, booking conference rooms and equipment, preparing agendas and minutes, processing correspondence, reports, memos, and other forms, handling confidential information, reviewing, and editing policies and procedures, performing timekeeping functions, working with databases, and utilizing various applications such as Microsoft Word, Excel, PowerPoint, and Outlook. It also requires knowledge of grammar, spelling, punctuation, syntax, and travel preparation. Note: Experience must be fully demonstrated and documented on your resume and must include job title, duties, month & year starting and ending dates and hours worked per week. Proficiency Requirements-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: CommunicationsCustomer ServiceOperations Support 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 moderate walking, standing, bending, pushing, pulling, twisting, stooping, 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 Roseburg VA Medical Center 913 Northwest Garden Valley Boulevard Roseburg, OR 97471 US
• Name: Suzy Everett
• Phone: 702-817-6811
• Email: [email protected]