Secretary

The incumbent serves as the Executive Secretary for the Medical Center Director located at the Cincinnati, OH VA Medical Center.

The Cincinnati VA Medical Center (CVAMC) is a two-division campus located in Cincinnati, OH and Fort Thomas, KY serving 15 counties in Southwest OH, Northern Kentucky, and Southeast Indiana with 6 Community Based Outpatient Clinics located in Bellevue, KY; Florence, KY; Lawrenceburg, IN; Hamilton, OH; Clermont County, OH, and Georgetown, OH. The CVAMC also supports two off main campus locations in the Cincinnati area via an Eye Center and Mental Health Outreach Community Division. Major Duties: The incumbent provides comprehensive executive secretarial and administrative support, expertly managing the Director's calendar, correspondence, travel arrangements, and meeting logistics to ensure efficient operations. Responsibilities include screening telephone calls and visitors, handling inquiries, and independently addressing matters not requiring the Director's direct involvement. The incumbent prepares agendas, minutes, presentations, and official documents, as well as proofreads and edits all outgoing correspondence for accuracy and compliance with agency standards. Additionally, support is extended to the Associate Director, Chief of Staff, and Nurse Executive as needed, facilitating seamless communication and coordination across executive leadership. The incumbent is responsible for records and information management within the Director's Office, serving as the designated Records Liaison. This includes maintaining an accurate inventory and ensuring compliance of all records, conducting regular reviews, and coordinating vital records management activities. The incumbent ensures records retention and proper disposition in accordance with all relevant policies and regulations and oversees compliance with six-part folder management for all Director's Office personnel. Additionally, the incumbent supports staff training to maintain best practices in records management and assures that all documentation standards are consistently met. The incumbent is responsible for office administration and process improvement, including the development, implementation, and oversight of office procedures to enhance efficiency and consistency within the Director's Office. This role involves training and advising secretarial and clerical staff to ensure adherence to established practices and policies. The incumbent manages essential resource information, oversees manual and policy updates, maintains suspense files for tracking action items, and coordinates administrative communications to ensure clear and timely dissemination of information throughout the organization. This position serves as the central point of contact for the Cincinnati Medical Center, with primary responsibility for tracking, responding to, and analyzing Congressional and patient complaints and requests. The incumbent manages a wide range of complex tasks that include monitoring numerous active suspense, handling Congressional inquiries, and tracking VISN requests. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD935440 Physical Demands: The incumbent's work is mostly sedentary; however, some walking, standing, bending, and carrying of light to medium-weight items are required.

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.