The Secretary position is located in the Office of the Director with the Executive Leadership Team (ELT), at the VA Greater Los Angeles Healthcare System, under the direct supervision of the the Health System Specialist to the Medical Center Director. The primary purpose of the Secretary (OA) is to provide administrative coordination and support to the Medical Center Director and other members of the Executive Leadership Team as needed.

Duties

Coordinate scheduling for the ELT including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings including those with VACO, VISN, Congressional offices, and other key stakeholders. Manage meeting logistics and coordination for the ELT to include setting up meeting makers, confirmation of attendees, booking of meeting locations, setup of audiovisual devices, scheduling teleconference lines, drafting meeting agenda, gathering/producing meeting documents, and taking meeting minutes. Manage equipment and supplies for the Executive Leadership Team(ELT), which includes ordering, procuring, inventory management, and maintenance. Coordinates the supply inventory in support of reordering/stocking needed items. Serve as the public face for the ELT greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors. Provide service recovery for Veterans and their families to include addressing immediate issues within their scope of influence, connecting with appropriate department to address their specific issue/concern, and logging/tracking issues/concerns to include in the Patient Advocate Tracking System- Replacement (PATS-R). Manage the ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/ inquiries. Serve as administrator for all SharePoint and Shared Drives for the ELT. Coordinate the ELT files both hardcopy and electronic to include organization, record keeping, archiving, and pulling documents as needed. Support the Administrative Chief and Enterprise Daily Management System (DMS) huddles by setting up teleconference line, running audiovisual components, updating board (when needed), coordinating schedule, and provide real-time support to manage huddle logistics. Manage Action Items for the ELT including conducting initial review for accuracy/completion, assignment to services, tracking/collecting responses, routing for second-level and final level review, and routing for final submission. Manage the routing of documents incoming/outgoing for the ELT. This may include inquiries, Memorandums, board actions, agreements, and other documents. The incumbent will log, track, review, and rout the document through each step of the process. Manage reoccurring obligations such as due council/committee reports, minutes, and engagements for the ELT. Prepare documents/correspondence for the ELT including Memorandums, Letters, Reports, Policies, Standard Work, and other documents/ correspondence. Work with Service Chief to ensure documents are accurate, complete, and grammatically correct. Support major councils, committees, and workgroups the ELT chair or participate on. This may include VACO, Network, and facility-level groups. The incumbent may provide meeting coordination, meeting logistic setup, meeting day support (setting up/managing audiovisual components), draft agendas, secure locations (virtual or in-person), collect meeting documents, prepare documents for attendees, and take minutes. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday 8am-4:30pm Telework: This position is not eligible for telework. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD13635A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Physical Requirements: The work requires sitting, walking, standing bending and carrying of light items such as papers, binders and books. Pace is fast and possibly at times, stressful. Auditory acuity to transcribe dictation is necessary. Visual acuity to accurately transcribe information into reports is essential.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/20/2024. 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-07 position you must have served 52 weeks at the GS-06 and for the 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. GS-07 You may qualify based on your experience as described below: Your resume must demonstrate one year of specialized experience at the GS-06 grade level. Examples of specialized experience would typically include, but are not limited to: assisting with administrative coordination and support for: timekeeping, calendar/scheduling coordination, travel coordination, purchase card usage, office supply management, document management, council coordination, equipment management, correspondence, action items, and customer service duties in an office setting (Must be in Resume). GS-08 You may qualify based on your experience as described below: Your resume must demonstrate one year of specialized experience at the GS-07 grade level. Examples of specialized experience would typically include, but are not limited to: assisting with administrative coordination and support for: timekeeping, calendar/scheduling coordination, travel coordination, purchase card usage, office supply management, document management, council coordination, equipment management, correspondence, action items, and customer service duties in an office setting (Must be in Resume). You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailComplianceComputer SkillsCustomer Service (Clerical/Technical)Oral CommunicationWriting 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. 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 Greater Los Angeles Healthcare System 11301 Wilshire Boulevard Los Angeles, CA 90073 US
• Name: Joseph Parra
• Email: [email protected]