Secretary (Office of the Director)

Full Job Description

This position is in the at the Salisbury VA Medical Center in the Office of the Medical Center Director. The position directly reports to the Executive Director (SES).

The incumbent performs a variety of duties in an extremely complex VA Health Care System, which is constantly evolving within a highly complex and competitive geographic area.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/01/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade at any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement.

For a GS-09 position you must have served 52 weeks at the GS-08. 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: GS-09 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-08 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 clerical and administrative assistance to the organization; maintaining supervisors' calendar and scheduling meetings, briefs, and appointments; makes arrangements for travel, meetings, and other activities; maintaining timecards for staff; records, transcribes, and editing meeting minutes.

TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience requirement described above, you must be able to type at least 40 words per minute.

You will be rated on the following Competencies for this position: Accountability Attention to Detail Communication Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Effectiveness Interpersonal Skills Learning Manages and Organizes Information Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Writing 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. 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 sedentary. It occasionally requires carrying light objects such as files books, and papers.

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:

PRINCIPLE DUTIES AND RESPONSIBLITIES The incumbent assists the Director in day-to-day activities, including but not limited to the following: - Responsible for producing agendas and accurate minutes of meetings (e.g., Executive Leadership Board, Director's Staff meetings, Town Hall meetings, etc.), including action plan and responsibility for follow-up, within a timely fashion (within 7 days of meeting).

- Reviews and coordinates all e-mail for action items and/or responses due. - Reviews, assigns and monitors suspense items including coordinating with services for complete and timely responses.

- Serves as advisor to the executive support team of other Executive Level T earn member's secretaries, instructing them in policy changes and system improvements and coordinating workflows for all senior executives.

- Receives visitors and handles all phone contacts, using judgment for screening and referring as necessary. - Generates correspondence for the signature of the Director in his/her capacity.

- Coordinates the calendar for meetings and conference calls. Resolving all conflicts with priority needs independently with minimal oversight. Assists Director with scheduling calls/videoN-Tel calls.

Performs all aspects of administrative work in preparation of Director's travel arrangements and documents.

- Responsible for managing and coordinating all travel arrangements for the Director, making all necessary reservations, all necessary contacts with agencies, and providing traveler with materials required for meetings.

Assist, if necessary, with preparation of reimbursement vouchers upon completion of travel.

- Ensures availability of supplies and materials for office functions, including serving as ADPAC for Director, PIV Sponsor and trust agent for inventory management.

- Coordinates personnel matters for Director's staff. Prepares SF-52s.

Provides advice to supervisors and employees based on knowledge of regulations and procedures or by coordination with appropriate human resource staff.

Responsible for management of competency/appraisal folders for employees under the Director's direct supervision.

- Is fully responsible for coordinating the work of the office with the work of other offices, and for recognizing the need for such coordination in various circumstances.

This includes advising secretaries in subordinate organizations concerning such matters as the information to be provided by the subordinate organizations to the Director's office for use in conferences, reports, and responses to inquiries external to the medical center.

Preferred Experience: Incumbent assists the Director in day-to-day activities, including but not limited to: producing agendas and accurate meeting minutes, receiving visitors and handling all phone contacts, coordinates the calendar for meetings and conference calls, prepare all aspects of administrative work in preparation for Director's travel, responds to inquiries and administrative problems brought to the Director, and interacts daily with Veterans, staff and volunteers by telephone, personal contact and through correspondence.

Experience providing executive-level administrative support to a Senior Executive Service (SES), Medical Center Director, or equivalent senior leadership, including management of complex calendars, coordination of high-level meetings, and handling of sensitive/confidential information.

Experience coordinating executive-level actions within a healthcare or large federal system, including tracking and managing suspense actions (e.g., EDMS), preparing executive correspondence, and interfacing with senior leaders across multiple service lines.

Performs other duties as assigned. Work Schedule: Monday-Friday 8:00am-4:30pm Telework: Ad-Hoc Position Description/PD#: Secretary (Office of the Director)/PD019230