Tennessee Valley Healthcare System is searching for a highly talented, energetic, and motivated EXECUTIVE SECRETARY to support the Director's office. This role is pivotal for our leadership's ability to provide the best customer experiences. Therefore, we are looking for an employee that possesses a positive attitude about the work; coworkers and customers; and knowing the work performed is attaining success for our Veterans, their families, and our healthcare system.

Duties

TEMPORARY PROMOTION OPPORTUNITY - NTE 120 days, and may be extended without further competition. This temporary promotion could become permanent without further competition. Open to Current, Permanent employees of TVHS. (Commuting distance to Murfreesboro), lodging and travel will not be provided. Candidate to be within commuting distance of duty station, Murfreesboro, TN. ******Supervisory Approval - Supervisory approval must be obtained prior to expressing interest in this opportunity.****** See template in the Required Documents Section below The primary responsibility of this position is to perform as the principal office assistant to the Director of Tennessee Valley Healthcare System (TVHS). Assists the Deputy Executive Director in carrying out the mission of the medical center. Major Duties include but not limited to: Receive, schedule, refer, and contact members of the staff, agency, and persons outside the agency ranging from government agencies to the general public. Respond to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency. Notifies the appropriate subordinate management officials of the need for information or recommendation, and either prepares the response or follow up to ensure a timely response by others. Performs administrative work for the Director, and if requested other staff member which includes management of the office's schedule and day to day plans. Develops routine plans and schedules using standard references and existing information. Acts as a liaison and handles the communication with persons and groups within and outside of the office. Screens incoming directives, being alert to changes in policies and procedures. Notifies appropriate staff officials of the need for information and/or recommendations, either prepares the responses or follow up on procedural materials to ensure a timely response. Attends meetings and conferences with the Executive and Deputy Executive Director when requested, taking notes of the proceedings. Determines what action is necessary with regard to the Director's staff, informing them of commitments made and actions required of them. Maintains close follow-up on pending details, without further reference to the Deputy Executive Director, until it is possible to report the matter has been completed. Briefs the Director on subjects or problems requiring their attention or attendance at meetings, conferences. Takes and transcribes dictation from the Executive Director. Exercises exclusive control over the Executive Director's appointments and calendar with complete authority to commit time. Screens all visitors and telephone call the Executive Director. Determines the nature of call or business of visitors. Uses own judgement to answer most questions and completes most business involving established policy, provides information, refers to other members of the Executive Director's staff. or arranges for the Director to personally handle the matter if necessary. Makes all necessary arrangements for the Director's travel, arranging schedule of visits, making transportation and hotel reservations, and notifying organizations and officials to be visited. Prepares travel advances as necessary and ensures that the Director has the advance prior to travel. Prepares agendas for the Director's meetings. Contacts the immediate staff for items that should be discussed and informs the staff member of materials they are to discuss at the meetings. Serves as timekeeper for office staff. Work Schedule: Monday-Friday 7:30AM - 4:30PM Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Executive Secretary (OA) - Detail/Temporary Promotion NTE 120 days/PD04816A 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 by the closing date of this announcement, 08/05/2024. 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-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. Examples of appropriate SF-50s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50s at the highest grade held with an effective date more than one year old. 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. In addition to the Time-in-Grade Requirements, you must also meet specialized experience. You may qualify based on your experience as described below: GS-9 SPECIALIZED EXPERIENCE: Carefully read the following descriptions of the required 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 to be considered at the full-performance GS-9 level. Specialized experience is defined as: Independently planning and/or organizing activities of an office or unit. Maintaining suspense (follow up) systems to ensure items for action are completed. Serving as liaison between offices and/or sections Preparing travel arrangements. Maintaining executive schedule/calendar or day-to-day plans. Performing full range of secretarial and administrative duties. Updating and receiving office documents, standard operating procedures, and related materials. Scheduling and attending meetings. Preparing meeting minutes and follow up actions. Processing and editing incoming and outgoing correspondence, reports, and memoranda; reviewing documents for grammatical errors. Performing timekeeping duties. Following procedures for purchasing supplies. You will be rated on the following Competencies for this position: Attention to DetailCommunicationComputer SkillsIntegrity/HonestyInterpersonal SkillsWritingExperience 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. Some walking, standing, and carrying of light objects such as files, books, and papers is required. No special physical qualifications are 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 Tennessee Valley HCS - Nashville 1310 24th Avenue South Nashville, TN 37212 US
• Name: Amanda Fowler
• Phone: 682-364-3970
• Email: [email protected]