Summary The person in this position serves as the Executive Secretary to the Chief of Staff (COS) and provides comprehensive administrative and organizational support to the COS and direct reports. The position ensures the effective functioning of administrative and clerical processes within the Office of the Chief of Staff. Responsibilities THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-8. At the GS-7 grade level, you will perform assignments of a more limited scope and with less independence. You will progressively acquire the background necessary to perform at the full performance level of GS-8. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance, availability of higher-level work, and availability of funds. Major duties include, but are not limited to. Coordinates daily office operations, monitors workflow, and collaborates with the administrative support team to resolve issues affecting the Chief of Staff Office. Develops and maintains recurring schedules for the office activities and coordinates office coverage during staff meetings, trainings and Executive Office programs. Manages the day-to-day administrative operations for the Chief of Staff, ensuring efficient flow of correspondence, mail, and electronic communications. Disseminate information, assign actions to Services and managers, and track progress based on an understanding of priorities, organizational workflows, and program requirements. Advises clerical and administrative staff on administrative matters, including correspondence standards, records management, and office procedures. Provides direct support to the Executive Assistant to the Chief of Staff, managing the calendar, arranging meetings, and performing other clerical or administrative tasks. Performs recruitment-related duties for positions under the Chief of Staff, including coordination with Human Resources, management of LEAF requests, and support for Physician Pay for Performance, Market Pay actions, and HR Smart updates. Plans, organizes, and executes executive-level events such as ceremonies, observances, celebrations, Executive Leadership Conferences, and other special programs. Maintains operational data and databases related to Executive Office functions, including records for strategic engagements, town halls, community outpatient clinic visits, stakeholder inquiries, all-employee survey results, improvement initiatives, and communication plans. Advises senior leaders, service chiefs, and program managers on effective methods and procedures for collecting and analyzing management data using appropriate data sources and information management tools. Composes responses to routine correspondence and assists with preparing more complex written communications for leadership review. Performs other duties as assigned. Work Schedule: Monday - Friday. 8:00 am until 4:30 pm. Recruitment & Relocation Incentives: Not authorized Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required. Work is typically performed in an adequately lighted and climate-controlled office. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications Typing Proficiency: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to @type at least 40 words per minute. In addition to the typing proficiency, all applicants must meet: To qualify for this position at the GS-7 level, you must have at least one (1) full year of specialized experience equivalent to the next lower grade level (GS-6) in Federal Service, that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties and that is typically in or related to the work of this position? Specialized experience includes managing office operations, executive calendars, and staff schedules; directing and training administrative support staff; overseeing correspondence, records, and office procedures; supporting HR and timekeeping functions; maintaining office technology; coordinating information flow and stakeholder communication; participating in process improvement and organizational initiatives; managing inquiry/complaint systems; and consulting on data analysis for leadership. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position. Your resume must include job title, duties performed in detail, start and ending dates (month and year) AND hours worked per week. 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/. The assessment includes a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score or fail to complete the assessment. Education There is no educational substitution at this grade level. Additional Information Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 80 or more before any Veterans preference points) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Note: Per "Executive Order 14251: Exclusions from Federal Labor-Management Relations Programs", this position is no longer eligible for bargaining unit participation.
