This position is situated under the Office of the Director at the Veterans Affairs Medical Center in Dayton, Ohio and provides significantly sensitive and complicated administrative and coordination assignments in support of either the Chief of Staff (COS) office or the Associate Director and Assistant Director office, as well as provides support to the executive office subordinate staff.

Duties

Major duties and responsibilities include but are not limited to the following: Plans and manages the executive office's schedule or day-to-day activities using standard references or information gathered through research and personal contacts. 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. Schedules appointments, meetings and conferences, ensuring supervisor is kept fully briefed on the matters to be considered before the scheduled event. Coordinates the periodic review of Medical Center Memorandum and has total responsibility for support on a wide range of highly sensitive issues. Drafts newsletters, minutes, agendas, policies, presentations, memoranda, announcements, reports, and emails. Records and transcribes notes of committees and other special meetings, composing final form correspondence from notes or audio tapes. Acts as a liaison or handles the communication with persons and/or groups within and outside of the organization or office. Prepares, assists, or coordinates the release, control, and distribution of correspondence, reports, briefing charts, recruitment materials, and other information. The information processed is often confidential and sensitive in nature. Composes and prepares, in final form, timely replies to internal and external communications, ensuring procedural and grammatical accuracy and completeness. Coordinates the submittal of information from subordinate offices, reviews reports or outgoing correspondence for proper attachments, and monitors deadlines. Advises the supervisor of important office issues arising during the supervisor's absence, and brings significant items in reports, files and correspondence to the supervisor's attention. Establishes protocols for incoming data, organizes computerized data sets, retrieves computerized data,, and performs a basic analysis of the data prior to generating the documents. Gives advice and instructions to subordinate offices to obtain a higher degree of compliance with policies and regulations. 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. Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments; arranges meeting space, speakers, and support.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. 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. 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. 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 may include, but are not limited to: Clerical and Administrative experience related to secretarial support for a large organization and/or in a large medical center setting. Independently planning and/or organizing activities of an office. Researching and gathering data for use in meetings/appointments as needed. Serving as a liaison between offices and/or sections. Handling requests for information and assisting in resolving complaints. Reviews documents prepared by other departments and exercises responsibility for identifying specific issues, problems, and concerns. Ascertains office needs and coordinates the ordering of supplies, equipment and services to meet the need. You will be rated on the following Competencies for this position: Customer Service Flexibility Interpersonal Skills Planning and Evaluations Problem Solving Reading Writing Clerical 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.

Contacts

• Address Dayton VA Medical Center 4100 West Third Street Dayton, OH 45428 US
• Name: Gwendalyn Williams
• Phone: (937) 268-6511 X1241
• Email: [email protected]