Secretary (OA)

Duties

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• Oversee daily administrative operations of the Associate Director (AD) Office; design and implement office processes.
• Serve as primary information manager; prioritize actions, develop plans, and monitor information flow.
• Ensure office coverage, continuity, and decorum; coordinate schedules and leave for Executive Leadership Team.
• Manage communication, coordination, and problem resolution across leadership offices.
• Review and route action items, reports, and correspondence for accuracy and compliance with VA, VISN, and VACO protocols.
• Maintain and manage the AD's calendar; act on behalf of the AD to avoid conflicts and secure representation when needed.
• Plan and execute recurring and one-time meetings; coordinate logistics for in-person and virtual events.
• Assign Acting AD during absences and establish communication channels.
• Maintain and organize subject-matter files, electronic tracking systems, and report submissions for all AD-aligned services.
• Provide administrative support to Executive Leadership Team, ensuring timely and accurate communication.
• Manage sensitive information; maintain confidential files and handle sensitive inquiries professionally.
• Screen and triage calls and visitors; resolve or assist in resolving complaints from Veterans, families, or congressional offices.
• Coordinate internal and external visitor events; review and distribute incoming mail with appropriate routing and background prep.
• Respond to routine information requests and determine authorized release of information.
• Track suspense items and coordinate responses to VISN requests; summarize information as needed.
• Ensure proper correspondence procedures; train clerical staff on formats and documentation standards.
• Prepare documents, memos, and responses with minimal review; ensure grammar, formatting, and accuracy.
• Prepare agendas and minutes for facility-wide administrative councils and committees.
• Support governance structures to promote organizational transparency and communication.
• Coordinate AD travel and ensure required materials are prepared.
• Use Microsoft Office to produce reports, forms, and nonstandard documents; update forms to improve processes.
• Maintain awareness of VISN/VACO protocols; recommend priority decisions for administrative tasks.
• Oversee publication and renewal of policies and SOPs under the AD Office.
• Assist with hiring actions and onboarding; coordinate follow-up with HR and OIT.
• Maintain strict confidentiality and safeguard sensitive electronic files.
• Serve as Records Control Liaison; ensure proper maintenance and disposal of records.
• Manage administrative service records; monitor directives and disseminate policy changes.
• Maintain expertise with databases (EGAR, Menu Requests, PIV, HRSMART, Work Orders); enter requests and support other leadership offices.
• Serve as Control Point Clerk for supply and service requests.
• Act as Talent Management System Coordinator; track staff training compliance.
• Manage Time and Attendance for AD's direct reports; ensure accuracy and resolve exceptions; serve as backup timekeeper.
• Maintain office supply inventories and perform other assigned duties.

Work Schedule:

7:30a.m.

- 4:00p.m / 8:00a.m
-4:30p.m Monday to Friday

Telework:
This position may be authorized for ad hoc telework. Telework eligibility will be discussed during the interview process.

Virtual:
This is not a virtual position.

Position Description/PD#:
Secretary (OA)/ PD