Secretary, Administrative​/Clerical

The incumbent will serve as the facility's Executive Secretary and is the primary point of contact for the Director, the incumbent will also provide clerical and administrative support to the Associate Director. They serve as the Office Manager for the Director's Office which includes all members of senior leadership (i.e., Associate Director, Chief of Staff, Associate Director for Patient Care Services, Director of Quality Management, and the

Executive Assistant to the Director).

Duties include, but are not limited to:

* Oversees the daily operation of the Director's Office. This includes, but is not limited to, ensuring there is appropriate coverage during absences and assuring continuity of the decorum associated with the expected level at the management level.

* Determines what needs to be done, develop action plans to achieve positive results, and develop monitors to ensure on-going success.

* Synchronizes daily office routine with those of the Pentad (Medical Center Director, Associate Director, Chief of Staff, Associate Director of Patient Care Services, and Assistant Director), ensuring that all appropriate correspondence and communications are shared and concurred upon. A high degree of importance is placed in the secretarial relationships, coordination, and resolutions necessary to ensure the efficient and smooth operation of these offices.

* Stay up-to-date on all VISN and VACO protocol, templates, and reports, and will be responsible for tracking heads-up and issue briefs submitted by the facility.

* Serves as the personal administrative assistant to the Director involving a wide range and variety of administrative and secretarial duties. They relieve the Director of as many routine day-to-day administrative details as possible, maintain a smooth flow of communication in and out of the office, and perform office management duties.

* Makes decisions and acts on behalf of the Director in many situations, such as making commitments for events based on the Director's schedule, finding alternative representation for the Director at events when the Director is unable to attend, crafting documents that the Director will review with minimal review, reviewing documents otherwise examined by the director, designs and implements office administrative processes based on the Director's needs.

* Serves as the subject matter expert for and provides technical guidance to all service clerical support staff (i.e., secretaries, administrative support assistants, program support assistants, etc.) across the medical center.

* Coordinates, prioritizes, and distributes duties to the other secretaries supporting the Director's Office ensuring that the Director, Associate Director, Chief of Staff, Associate Director of Patient Care Services, and their Executive Assistants have sufficient administrative support.

* Performs other related duties as assigned.

Work Schedule:

Monday through Friday 7:30 am to 4:00 pm or 8:00 am to 4:30 pm

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.

Position Description/PD#:
Secretary/PD040870

Relocation/Recruitment

Incentives:

Not Authorized