Executive Assistant

Full Job Description

This position is located at the Clement J. Zablocki Medical Center, Milwaukee, WI (695) - a Level 1a Complexity VHA Facility. and is organizationally aligned under the Office of the Director.

The primary purpose of this position is to perform a mix of management analysis, administrative and specialized program planning related work while serving as a facility liaison and providing communication & information management assistance for the Office of the Director.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/06/2026.

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-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9.

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.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

GS-9 LEVEL GRADE REQUIREMENTS:SPECIALIZED EXPERIENCE: Must have one full year of specialized experience equivalent to GS-07 in Federal service which involved providing the knowledge, methods and techniques required of the position.

For this position, specialized experience consists of: working knowledge of the basic principles and practices related to the management of a medical facility; ability to serve as a primary resource for procedures, protocols and policies within a medical facility; experience setting up and maintaining complex tracking systems; ability to analyze, measure effectiveness, efficiency, and productivity of administrative programs and develop an improvement plan; skill in applying analytical and evaluative methods and techniques; and knowledge of administrative concepts, principles and practices sufficient to foresee problems and perform independent studies designed to evaluate procedures and processes.

OR Education: Must have successfully completed master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B.

or J.D., if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work..

(TRANSCRIPTS REQUIRED) OR Combination of Experience and Education: Must have successfully completed an equivalent combination of experience and education as described above.

Such education and experience must demonstrate the knowledge, skills, and abilities necessary to do the work.

(TRANSCRIPTS REQUIRED) GS-11 LEVEL GRADE REQUIREMENTS:SPECIALIZED EXPERIENCE: Must have one full year of specialized experience equivalent to GS-09 in Federal Service which has equipped you with the knowledge, skills and abilities to perform successfully the duties of the Executive Assistant position, and that is typically in or related to the duties of this position.

To be credible, specialized experience must have been equivalent to at least the GS-9 level in Federal Service.

Specialized experience for this position consists of managing schedules, making appointments and coordinating meetings on behalf of an executives such as a Director, Associate Director, Chief of Staff, etc., at a medical facility; analyzing and evaluating procedures, identifying and implementing more efficient procedures to keep productivity at a high level; served as a primary resource for procedures, protocols and policies within a medical facility; experience setting up and maintaining complex tracking systems; ability to analyze, measure effectiveness, efficiency, and productivity of administrative programs and develop an improvement plan; skill in applying analytical and evaluative methods and techniques to issues related to efficiency and effectiveness of program operations; and knowledge of a full range of junctional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, and related administrative area.

OR Education: Must have successfully completed a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related..

Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.

(TRANSCRIPTS REQUIRED) OR Combination of Experience and Education: Must have successfully completed an equivalent combination of experience and education as described above.

Such education and experience must demonstrate the knowledge, skills, and abilities necessary to do the work. Note: 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.

Physical Requirements: The work is primarily sedentary. There will be some walking within the facility and occasional travel outside the facility.

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/.

Major Duties:

The position unilaterally provides support, advice and recommendations on all matters relative to the coordination, integration, and synchronization of staff actions, events, and activities personally affecting and involving the Director, and contributes to continuity, internal direction of the Office of the Director, and various special project assignments.

Major Duties: Identifies and participates in resolving the full range of management problems, and assists in the development of proposed management programs on a service, inter-service, medical center, or VISN wide basis.

Analyzes, evaluates, and formulates recommendations that result in greater efficiency and economy of operations.

Performs studies that analyze overtime usage, essentiality of work, organizational structure, and staffing requirements.

Conducts logistical type studies which are directed at determining the most effective utilization of space, supplies, transportation, storage facilities, etc.

Performs administrative work and serves as a liaison for the Executive Director's Office. Manages schedules, makes appointments, and coordinates meetings on behalf of the Director.

Analyzes and evaluates procedures; identifies ad implements more efficient procedures to keep productivity at a high level. Assists with the management and preparation of responses to correspondence.

Supports and monitors the database created to track action items including White House Controlled Correspondence, Congressional Inquiries, VA Headquarters, and VISN requests, and correspondence from veterans and veterans' groups.

Serves as liaison to the Network Director's Office organizing quarterly Veterans Advisory Council and Congressional meetings and Town Hall Meetings hosted by the Network Director and held at the Medical Center either in person or via videoconferencing, overseeing all necessary preparations.

Revises existing or develops new plans or schedules using standard references and the Director's philosophy, and serves as the primary resource person for clinical and administrative service chiefs/service managers and staff as to procedures, protocol, and policies.

Reviews and analyzes reports submitted by various services for format, adequacy, accuracy, and responsiveness to requests. Performs other related duties as assigned.

Work Schedule: Full-Time, Monday-Friday 8:00am-4:30pm Telework: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Executive Assistant/PD09087A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. Promotion potential to GS-11