Secretary (OA)

Summary

The incumbent serves as the executive secretary to the Deputy Chief of Staff.

This position is located in the Office of the Deputy Chief of Staff of the Tennessee Valley Healthcare System (TVHS), which has 11 community based outpatient clinics, a research program, two affiliations – Vanderbilt University and Meharry Medical College, and other educational institutions and sharing agreements with various DOD facilities.

Duties

• The incumbent will be responsible for the day-to-day management of the office functions and information to and from the Deputy Chief of Staff.
• Responds to administrative problems brought to the supervisor’s attention by members of the staff or management officials outside the organization or outside the agency.
• Notifies the appropriate subordinate management officials of the need for information or recommendation, and either prepares the response or follows up to ensure a timely response by others.
• Performs administrative work for the Deputy Chief of Staff, which includes management of the office’s schedule or day-to-day plans.
• Develops routine plans or schedules using standard references and existing information.
• Based on defined objectives, determines specific steps, input required, and/or milestones.
• Identifies schedule/time required, and estimates resources required.
• Acts as a liaison or handles the communication with persons and/or groups within and outside of an organization or office.
• Maintains liaison and communications with persons from a wide variety of backgrounds within the facility, the VISN office, and other VHA and VA officials as requested by the Deputy Chief of Staff.
• Provides administrative support functions and serves as recorder for all assigned TVHS committees, boards, and councils as requested by the Chief of Staff or Deputy Chief of Staff.
• The incumbent will also coordinate projects or compile information as requested by the Deputy Chief of Staff.
• This will require knowledge of the clinical services offered by TVHS.
• Maintains and updates as necessary a Desk Guide that describes the tasks to be performed by the executive secretary in sufficient detail to guide staff providing temporary coverage the secretary is absent and that will facilitate orientation to the position in the event permanent replacement is required.
• Provides backup coverage for other Director’s Office secretary/administrative assistants at the York Campus as needed.
• Instructs and assists secretaries/administrative assistants in the clinical service/service line offices on correct correspondence procedures.
• Serves as timekeeper for employees under assigned Time and Leave units.
• Time keeping for these units is complicated by the fact that the units cover with various types of employees (e.g. Title 5, Title 38, etc) that may be located off site.
• May be assigned as an alternate timekeeper for other sections within the Office of the Director or the Office of the Chief of Staff.
• Works with Meharry Medical College to reconcile hours for contract physicians working with the Preventive Medicine contract.
• As a team member in the office of the Deputy Chief of Staff, participates in discussions of mutual expectations and necessary follow-up.
• In this way, cooperation and collaboration are assured.
• Serves the coordinator for control of keys for employees under the Office of the Deputy Chief of Staff.
• Work Schedule: Monday through Friday, 8:00 am – 4:30 pm Telework: ADHOC This position may be authorized for telework.
• Telework eligibility will be discussed during the interview process.
• Virtual: This is not a virtual position.
• Position Description/PD#: Secretary (OA)/PD700770 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

• 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.
• Physical Requirements: The work primarily sedentary.
• Work requires walking, standing, bending, and carrying light items such as books, files, and papers.
• The work is performed in an office setting that involves everyday risks or discomforts and requires normal safety precautious typical of such places as meeting and training room, libraries, or commercial vehicles.
• The work area is adequately lighted, heated and ventilated.
• 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.

Education

There is no educational substitution at this grade level.

How You Will Be Evaluated

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

You will be assessed on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

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.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions.

Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Resume SF-50/ Notification of Personnel Action The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50’s (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• Cover Letter DD-214/ Statement of Service Disability Letter (VA) Other (1) Performance Appraisal
• Resume SF-15 SF-50/ Notification of Personnel Action Transcript SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility): Most recent SF-50 if you are a current or former Federal employee An SF-50 showing 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 Award 50’s do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50’s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50’s at the highest grade held with an effective date more than one year old.
• Veterans’ Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire.
• You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.).
• If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation.
• Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 “Application for 10 Point Veteran Preference” with required proof as stated on the form.
• Documentation is required to award preference.
• For more information on Veterans’ Preference, please visit Feds Hire Vets – Veterans – Job Seekers – Veterans’ Preference.
• Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
• It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
• NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons.
• Wearing a face mask is required when an exemption to the influenza vaccination has been granted.
• HCP in violation of this directive may face disciplinary action up to and including removal from federal service.
• HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.
• VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.
• HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.
• HPTs may be paid or unpaid and include residents, interns, fellows and students.
• HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
• Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.
• The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement.
• Management may use any one or any combination of these methods to fill the position.