Summary The incumbent serves as a Secretary to the Associate Medical Center Director. The incumbent provides technical and clerical assistance to the Associate Medical Center Director and when necessary, the Director, Assistant Director, Chief of Staff, Associate Director of Patient Care Services, and other top management staff. Responsibilities Duties include but not limited: Ensures practices and procedures used by secretaries in subordinate administrative offices and throughout the VA-AAHS are consistent with those of VA national directives and policies. Exercises exclusive control over the Associate Medical Center Director's appointments with complete authority for commitments of time. Screens all calls and visitors, answering questions, and completing business involving established policy of routine matters without making referrals to the Associate Medical Center Director, whenever possible. Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the Associate Medical Center Director's office on a daily basis. Maintains a log for all action items (reports, responses to VA and outside source correspondence) to monitor the timely completion and submission of responses. Receives and reviews all correspondence for the Associate Medical Center Director and replies to mail not requiring the Associate Medical Center Director's attention. Screens all correspondence prepared for the Associate Medical Center Director's signature for clarity, completeness of reply, grammatical, and procedural correctness. Establishes meetings at the VA-AAHS as well as other sites in VISN 10. This includes creating agendas, notifying participants, and arranging support items (lunch, tours, special equipment, etc.). Attends, records, and distributes minutes of meetings. Works independently in gathering background information and preparing agendas for meetings. Attends meetings, prepares minutes, and ensures their timely distribution. If scheduling priorities arise and rescheduling is needed, independently notifies committee members of the changes via electronic mail. Prepares written documents, charts, and graphs. Many of these documents are original forms or reports which require extensive experimentation to determine proper layout and format. Makes and maintains copies of all outgoing correspondence signed by the Associate Medical Center Director (letters, memoranda, etc.) so that as questions arise, the referenced correspondence will be available as a source of information. Provides technical and clerical assistance, when necessary, to the Director, Assistant Director, Chief of Staff, Associate Director of Patient Care Services, and other top management staff. Work Schedule: Monday-Friday, 8:00AM-4:30PM Telework: This position may be not authorized for telework. Position Description/PD#: Secretary (OA)/PD014500 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized 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 Must pass pre-employment examination. 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 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, 07/09/2026. 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. NOTE: You must submit a copy of your most recent personnel action/SF50. Additionally, 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. Interchange Agreement: Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/.You may qualify based on your experience as described below: You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of the organization, policies, mission, goals, procedures, and organizational structures, as well as the Medical Center Director's responsibilities to help ensure the smooth functioning and efficient operations for the Office of the Director. Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the Associate Medical Center Director's office on a daily basis. Knowledge of substantive programs of the VA Ann Arbor Healthcare System (V AAAHS) -as they relate to the healthcare system's clerical and administrative functions. Skill in taking and producing accurate minutes and dictated documents. Skill in human relations appropriate for coordinating an office environment, resolving problems, conducting training, and providing liaison with personnel within and outside the healthcare system. Ability to handle disruptive and sometimes angry individuals. Ability to communicate effectively, both orally and in writing, in order to effect necessary changes and carry out program objectives. Skill in use of automated data processing equipment and the software associated for word processing, data processing (charts, graphs, illustrations etc.)
