Executive Administrative Specialist

Summary The Executive Administrative Specialist provides executive administrative support to the Executive Health System Director. The position serves as a major support member to the Executive Leadership Team (ELT), ELT Health System Specialists, and Program Managers. The incumbent is responsible for coordinating and assigning all administrative support activities for the Executive Director's Office. Responsibilities Major Duties: Coordinates and assigns all administrative support activities for the Executive Office. Manages the action items and ensures all suspenses are completed within the parameters as assigned. Takes and finalizes minutes for numerous meetings on a recurring basis. Acts as a liaison or handles the communication with persons and/or groups within and outside of an organization or office. Responsibility for fielding inquiries from all internal and external stakeholders, to include but not limited to VA Senior executives, Union Officials, Congressmen and/or their staffers, and media. Responsibility for fielding inquiries from all internal and external stakeholders, to include but not limited to VA Senior executives, Union Officials, Congressmen and/or their staffers, and media. Manages calendars, appointments, and travel for their supervisor. Handles office emergencies and to resolve situations, exercising initiative, discretion, judgment, tact, diplomacy, and knowledge to ensure that the work process proceeds smoothly and efficiently. Responsible for all tracking and routing of office mail, patient letters, Issue Briefs, Electronic Work Orders (EWO), Action Items, DocuSign, Congressionals, etc. Responsible for measuring and tracking the effectiveness of the communication modalities within the Executive Office. Assumes all responsibility for the Director's administrative burdens. Manages Governance Council(s) or committee(s) for supervisor, including but not limited to initiating actions plans, recording minutes, drafting agendas, and updating/maintaining charters. Work Schedule: MONDAY through FRIDAY, 8:00AM-4:30PM Telework: Not eligible for Telework. Position Description/PD : Executive Administrative Specialist/PD060670 Bargaining Unit: AFGE Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/20/2024. 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-11 position you must have served 52 weeks at the GS-09. 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. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Maintaining meeting minutes, drafting agendas. Make travel arrangements for staff, writing and tracking travel vouchers. Discovering discrepancies and inconsistencies in available information. Communicates with clients and customers. Attention to detail in completing tasks. Gathers, organizes, and maintains information. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed a Ph.D. or equivalent doctoral degree, or (3) three full years of progressively higher-level graduate education leading to such a degree. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this Logistics Management Specialist position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and specialized experience to qualify at this level. You must have an combination of specialized experience and only education beyond (2) two years of graduate education is creditable and is the excess of the amount required for the next lower grade level You will be rated on the following Competencies for this position: Analytical Thinking Attention to Detail Customer Service Manages and Organizes Information 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 primarily sedentary, although some slight physical effort may be required. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. 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.