Job Details

Job Title

Duties

Major duties will include but may not be limited to the following:

• Serve as the initial point of contact for high-level visitors and callers to office, establishing the nature and importance of the contact
• Prioritize and determine which administrative issues need to be brought to the attention of the Chief Of Staff (COS) in order of their importance
• Serve as the principal administrative support for the COS, responsible for carrying out and coordinating all the clerical and daily administrative support activities of the office.
• Have a good working knowledge of programs under the supervisor's jurisdiction, have an intimate knowledge of his/her policies, views and special interest, including his/her official social obligations.
• Greet visitors and patients to the office, referring any inquiries or complaints to the appropriate offices when indicated
• Receive and screen telephone calls and visitors, using self-initiative to determine the nature of the business and either manage it independently or refer to the proper individual to expedite all requests to that office.
• Contact others to gather information needed by the executive and assemble all background data prior to presenting problems or paperwork to him/her.
• Arrange for meetings, make reservations for meeting room, and notifies participants
• Reminds the management staff in the office of appointments and briefs them on important matters scheduled to be discussed

Administrative Support

• Based on knowledge of purpose of conferences and the topics to be discussed, determines which staff members are to attend and informs them of data to be presented. Organizes conference calls for other supervisory staff, arranges for interviews with applicants etc. Checks on progress of projects or required actions and keeps Executive informed.
• Act as liaison between the Executive and subordinate staff offices
• Answer inquiries from Services on such topics as policies, publications, directives, circulars, and regulations
• Initiate implementation of new policies established by the Executive
• Prepares for the upcoming meetings and conferences based upon knowledge of current issues of importance and workload, presenting material/data to be discussed at the meeting
• Reschedules appointments/discussions with personnel when it becomes apparent that the Executive will not be able to meet the previous scheduled date
• Receive and listen to complaints and grievances from patient or from individuals on behalf of patients (family members, congressional aides, etc.)
• Investigate the complaint, initiate action or changes necessary to rectify the situation, and reports corrective action taken to patient and/or representative
• Assist administrative personnel by not only screening and obtaining information from patients, families, medical staff members and visitors, but also resolve many of these concerns without further referral to supervisors
• Obtain all information possible, determine the operating official concerned, and suggest a conference to resolve the problem. Makes written summarization of all official calls or visitors received and provides other with information as necessary
• Act as Veteran's advocate using seasoned judgment to resolve problems, including referring cases to the Medical Center Patient Advocates as warranted
• Prepare Reports of Contact of such action, if necessary, to notify the Director, Associate Directors, facility patient advocates, and Chief of Staff
• Take and transcribe dictation from the Executive as required for meetings which he/she chairs and prepares minutes within five days after the meeting is held for distribution
• Type in correct format Service Memorandums, Medical Center Memorandums and Clinical Memorandum published by the Office via Outlook and the Intranet
• Type various forms of correspondence which include replies to congressional inquiries, White House correspondence, VA headquarters referrals, letters from patients, visitors, vendors, etc.
• Type confidential reports, counseling's, evaluations, and confidential administrative and professional matters pertaining to the administration of the services reporting to the Executive
• Handle faxes and overnight priority mail from the Executive to members of Nationwide Task Force and Headquarters members, VISN Office, various community hospitals, community colleges, Universities, and VA Hospitals and for supervisory staff
• Coordinate VANTS, VTEL and other teleconference calls and type minutes of the proceedings and correspondence for various Task Force and Board of Directors projects that the Executive is involved with.

Work Schedule:

Full-time, 8:00am-4:30pm, Monday-Friday

Telework: Ad-hoc as determined by Agency policy

Virtual: This is not a virtual position.

Position Description/PD#: Secretary/ PD20217O

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized