Provides high-level administrative support and assistance to the Executive Associate Director for Patient Care and/or other assigned leadership staff. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff at the Bruce W. Carter Department of Veterans Affairs Medical Center.

Duties

Duties include, but are not limited to: Serve as the principal office clerical or administrative support position to the head of the organizational unit by assisting the supervisor, and in some cases, the subordinate staff of that individual. Perform planning of appointments, board meetings, conferences etc. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. Receive telephone calls and visitors from VA headquarters; VISN, members of Congress or Congressional staff members; executives in private enterprise, contractors, VA employees, union representatives, etc. Personally handles many matters, including complaints that employees or patients feel warrant the supervisor's attention. Determine nature of call or business of visitors. If business. requires the attention of technical or staff specialists, decides whether the importance of business, rank, or position of visitor is such to require personal attention of superiors or if the visitor should be referred to the appropriate division or staff concerned with specific subject. Manage all aspects of organization's office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization. Assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. Authorized to give out administrative and technical information to callers upon determination of their right to receive it. When calls involve matters which the supervisor will require background information, tactfully postpones the conversation, obtains the required require background information, tactfully postpones the conversation, obtains the required call. Interpret applicable guides, guidelines, operating policies, etc., pertaining to the work of the office. Obtain and monitors the use of supplies, equipment, or services for the office. Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. Address inquiries concerning procedures or policies related to support, office services, arid/or requests. Uses office automation' systems and various Microsoft software packages/programs, to accomplish work. Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications). Strong verbal and written communication skills. - Exceptional organizational skills and impeccable attention to detail High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners. Make appropriate, informed decisions regarding priorities and available time. - Ability to complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. Maintain a high level of integrity and discretion in handling confidential information. - Excellent judgment is essential. - Ability to switch gears at a moment's notice. Perform other duties as assigned. Work Schedule: 7:30am-4:00pm Monday-Friday Virtual: This is not a virtual position. Position Description/PD#: Secretary (Office Automation)/PD99950A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

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-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. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: 1) Plans, distributes, and monitors work assignments; evaluates work performance and provides feedback to others on their performance. 2) Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. 3) Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Preferred Experience: 2-3 years secretarial experience, excellent organizational and time-management skills. You will be rated on the following Competencies for this position: ClericalCritical ThinkingManages Human Resources 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 primarily sedentary. Work requires some walking, standing, bending, and carrying light items such as books, folders, papers, etc. 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 Bruce W Carter Department of Veterans Affairs Medical Center 1201 Northwest 16th Street Miami, FL 33125 US
• Name: Rebecca Bretzer
• Phone: 407-319-3059
• Email: [email protected]