Secretary (OA)

Veterans Health Administration • Salem, VA

22h • Onsite

About The Position

The Secretary (OA) supports the Associate Chief of Staff for Research and Development (ACOS/R), the Administrative Officer (AO), Research and Development Service committees, and subsections at the Salem VA Medical Center. The role performs clerical and administrative duties, maintains communication, and helps optimize resources and meet program objectives. The position is scheduled Monday through Friday, either 7:45 a.m.–4:30 p.m. or 8:00 a.m.–4:30 p.m. Telework and virtual work are not available.

Requirements

• One year of specialized experience equivalent to at least GS-06, involving clerical and administrative support for a large organization and/or large medical center setting.
• Experience organizing office work and performing clerical and administrative duties.
• Experience with computer software and databases such as Microsoft Word, Excel, and Outlook email/calendar.
• Experience with meeting minutes or note-taking and committees.
• Experience using automated office equipment typical of an office, such as computers, printers, scanners, copiers, fax machines, telephones, and document management systems.
• For current Federal employees, meet the GS-07 time-in-grade requirement of 52 weeks at GS-06, when applicable.
• Submit a resume that includes job titles, duties, month and year start/end dates, and hours worked per week.
• Be a U.S. citizen; male applicants born after December 31, 1959 must meet Selective Service registration requirements.
• Complete the required application steps and online assessment.
• Complete a pre-placement physical evaluation and applicable background/security investigation and onboarding requirements.
• Participate in the VA seasonal influenza vaccination program.
• Serve a one-year probationary period or two-year trial period, as applicable.

Nice To Haves

• VA and/or research experience.

Responsibilities

• Serve as the designated Timekeeper for the Research and Development Service and report time and attendance as directed.
• Administer the Talent Management System (TMS) and ensure training compliance for Research VA staff, WOC/IPAs, and committee members.
• Serve as the Primary ADPAC for the Research and Development Service.
• Complete the annual report to ensure VISTA key menus are accurate and appropriate for each employee.
• Manage individual calendars for the ACOS/R&D and AO, and the administrative team's leave calendar.
• Submit work orders, space requests, and IT requests for Research Service and other research personnel, as applicable.
• Work with IRB, SRS, and R&D Committee Coordinators to maintain regulatory committee rosters and appointment letters.
• Assist the AO with preparing and processing ongoing HR documentation, including performance evaluations, competency preparation and records, and Research WOC/IPA initiations, submissions, modifications, extensions, and routing for signatures.
• Oversee access, scheduling, and upkeep of common areas in Research Service space; determine and order keys, track key sign-in/sign-out and door access, and update the Keystone Database with key transactions.
• Serve as backup Records Liaison for the R&D Service and ensure research records, both hard copy and electronic, are maintained according to the Records Control Schedule.

Benefits

• The announcement states that federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position type and should be confirmed with the hiring agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed