Summary
Serves as secretary and primary point of contact for the Associate Director at the Erie VA Medical Center. Manages the AD Office, handling complex administrative tasks, prioritizing issues, ensuring communication flow, and maintaining compliance with policies. Also trains clerical and administrative staff under the Associate Director's oversight.
Duties
Oversee daily administrative operations of the Associate Director (AD) Office; design and implement office processes. Serve as primary information manager; prioritize actions, develop plans, and monitor information flow. Ensure office coverage, continuity, and decorum; coordinate schedules and leave for Executive Leadership Team. Manage communication, coordination, and problem resolution across leadership offices. Review and route action items, reports, and correspondence for accuracy and compliance with VA, VISN, and VACO protocols. Maintain and manage the AD's calendar; act on behalf of the AD to avoid conflicts and secure representation when needed. Plan and execute recurring and one-time meetings; coordinate logistics for in-person and virtual events. Assign Acting AD during absences and establish communication channels. Maintain and organize subject-matter files, electronic tracking systems, and report submissions for all AD-aligned services. Provide administrative support to Executive Leadership Team, ensuring timely and accurate communication. Manage sensitive information; maintain confidential files and handle sensitive inquiries professionally. Screen and triage calls and visitors; resolve or assist in resolving complaints from Veterans, families, or congressional offices. Coordinate internal and external visitor events; review and distribute incoming mail with appropriate routing and background prep. Respond to routine information requests and determine authorized release of information. Track suspense items and coordinate responses to VISN requests; summarize information as needed. Ensure proper correspondence procedures; train clerical staff on formats and documentation standards. Prepare documents, memos, and responses with minimal review; ensure grammar, formatting, and accuracy. Prepare agendas and minutes for facility-wide administrative councils and committees. Support governance structures to promote organizational transparency and communication. Coordinate AD travel and ensure required materials are prepared. Use Microsoft Office to produce reports, forms, and nonstandard documents; update forms to improve processes. Maintain awareness of VISN/VACO protocols; recommend priority decisions for administrative tasks. Oversee publication and renewal of policies and SOPs under the AD Office. Assist with hiring actions and onboarding; coordinate follow-up with HR and OIT. Maintain strict confidentiality and safeguard sensitive electronic files. Serve as Records Control Liaison; ensure proper maintenance and disposal of records. Manage administrative service records; monitor directives and disseminate policy changes. Maintain expertise with databases (EGAR, Menu Requests, PIV, HRSMART, Work Orders); enter requests and support other leadership offices. Serve as Control Point Clerk for supply and service requests. Act as Talent Management System Coordinator; track staff training compliance. Manage Time and Attendance for AD's direct reports; ensure accuracy and resolve exceptions; serve as backup timekeeper. Maintain office supply inventories and perform other assigned duties. Work Schedule: 7:30a.m.- 4:00p.m / 8:00a.m -4:30p.m Monday to Friday Telework: This position may be authorized for ad hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD562-066210
Requirements
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.
Education
There is no educational substitution at this grade level.
How you will be evaluated
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.