Summary The position is at the full performance level located at the Minneapolis VA Health Care System supporting the Executive Leadership Team (ELT) comprised of the highest-ranking senior executives within the healthcare organization. The incumbent reports directly to the Chief Experience Officer/Associate Director. The primary purpose of the Secretary is to provide administrative coordination and support to the Chief Experience Officer/Associate Director and the entire Executive Leadership Team. Responsibilities Duties: Coordinates scheduling for the ELT including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings. Coordinates the ELT schedule's to attend major facility and/or community events as facility leadership representative including scheduling in calendar, getting event agenda, collecting requested action for the ELT. Manage meeting logistics and coordination for the ELT to include setting up meeting makers, confirmation of attendees, booking of meeting locations, set up of audiovisual devices, scheduling teleconference lines, drafting meeting agenda, gathering/producing meeting documents, and taking meeting minutes. Serve as Travel Coordinator for the ELT to include submission of travel requests via LEAF/Concur, set up of travel logistics, and submission of reimbursement for the ELT, and their Health Systems Specialist. Serve as Purchase Card Holder for the Executive Leadership Team (ELT) including Offices of the Director, Associate Director, Associate Director Patient Care Services, Assistant Director, and Chief of Staff. Serve as Timekeeper for the Executive Leadership Team (ELT) and backup Timekeeper for the Office of the Director. Support personnel/Human Resource functions for the ELT including management of staff's personnel folders, submission of Human Resource tickets/requests, support of annual Performance Plan, Performance Appraisal and award completion/submission. Manage the ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries. Prepare documents/correspondence for the ELT including Memorandums, Letters, Reports, Policies, Standard Work, and other documents/correspondence. Manage the routing of documents incoming/outgoing for the ELT. Serve as administrator for all SharePoint and Shared Drives for the ELT. Performs other duties as assigned. Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: This is not a telework position. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD608280 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 identification 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, 11/18/2026. 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. You may qualify based on your experience as described below: Specialized Experience GS-8: You must possess at least one (1) year of specialized experience equivalent to the GS-7 grade level in the Federal Service that has equipped you with the knowledge, skills, and abilities to perform successfully the duties of this position. Examples of qualifying specialized experience 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; establishing, updating, and maintaining office files and records; scheduling and coordinating meetings for staff; performing timekeeping duties; and answering and directing phone calls. 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/. Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. The work requires sitting, walking, standing bending and carrying of light items such as papers, binders and books. Pace is fast and possibly at times, stressful. Auditory acuity to transcribe dictation is necessary. Visual acuity to accurately transcribe information into reports is essential. Working Conditions: The work is performed in a busy and demanding office environment. This environment can be noisy and stressful at times. The work area is adequately lighted, heated and ventilated. Education There is no educational substitution at this 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) provides 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/.
