Summary The primary purpose of the position is to function as the primary secretary to the Medical Center Director (MCD). This position aids other members of the Executive Management Team as needed. Responsibilities Duties include, but may not be limited to the following: Administration (35%) Manages calendar for the MCD, including scheduling, prioritizing, rescheduling, declining appointments, and arranging representation when necessary. Screens calls and visitors to the Executive Office, determining appropriate handling or referral, and ensures follow up is completed. Maintains daily suspense tracking and ensures timely completion of reports and required submissions. Coordinates travel arrangements for MCD, including reservations, itineraries, registrations, funding paperwork, and completing Concur travel actions. Evaluates and prioritizes information requests during leadership absences and provides briefings upon return. Advises service/service line secretaries on administrative procedures and provides technical training to new support staff. Initiates, tracks, and maintains performance plans, proficiencies, and competency assessments; monitors deadlines for issuance and closeout. Maintains time and attendance for assigned staff; provides backup timekeeping coverage across the Executive Office. Provides cross-coverage for other Executive Office administrative staff. Uses office automation tools (VistA, MS Word, Excel, Outlook) and protects sensitive information per privacy and security requirements. Program Coordination (35%) Provides administrative and program support for councils, committees, and other assigned agency programs, including data collection, compilation, research, and tracking. Coordinates with various services and service lines to secure required information and ensure action items are completed. Briefs the MCD and other leaders in preparation for meetings. Arranges meeting spaces, initiates meeting requests, and manages meeting logistics and administrative details. Follows up on program-related tasks and ensures timely completion of commitments and deliverables Documentation Oversight (30%) Independently drafts routine and unique correspondence, including memoranda, directives, reports, and time sensitive VISN submissions. Processes all incoming and outgoing correspondence, ensuring correct grammar, formatting, attachments, and consistency with leadership direction. Screens incoming written materials and determines which items can be addressed independently. Maintains confidential and sensitive files for the Quad member, including documents related to investigations, personnel matters, patient or employee issues, security matters, and classified material. Maintains administrative and professional files, including the Director's official copy and all electronic filing systems, ensuring accurate organization and quick retrieval. Updates, formats, routes, and tracks numbered policy memorandums through review, approval, and publication; notifies staff when policies require revision. Performs other related duties as assigned. Work Schedule: Monday - Friday 7:30am - 4:00pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for Ad-hoc telework only. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD636D-304800 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the @context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being. 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 required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial 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 period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/21/2026. 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. Proficiency Requirements: Applicants must meet the proficiency of 40 words per minute typing speed. 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: providing administrative support; collecting, compiling, and/or tracking of data to support a program; composing and formatting a variety of letters and memorandums; answering staff questions and providing information necessary to complete work assignments; establishing, updating, and maintaining office files and records; assisting others with locating documents and references to ensure work assignments are completed and align with policy requirements; scheduling appointments and arranging meetings for staff; performing timekeeping duties; answering and directing phone calls; receiving visitors. 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 the GS-08 grade level. Additional Information 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. 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. This job opportunity announcement may be used to fill additional vacancies. The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about 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/.
