<p>The incumbent will serves as an executive personal assistant to the Chief of Staff for this complexity 1B healthcare system. The VA Ann Arbor Healthcare System supports numerous special medical programs including hemodialysis, cardiac catheterization, cardiac surgery, advanced radiographic studies, radiation therapy, as well as an extensive primary care program with 30 specialty care clinics at the Ann Arbor campus and outpatient clinics at Toledo, Jackson, and Flint.</p> <p>The incumbent serves as an executive personal assistant to the Chief of Staff for this complexity 1B healthcare system. The VA Ann Arbor Healthcare System supports numerous special medical programs including hemodialysis, cardiac catheterization, cardiac surgery, advanced radiographic studies, radiation therapy, as well as an extensive primary care program with 30 specialty care clinics at the Ann Arbor campus and outpatient clinics at Toledo, Jackson, and Flint. The incumbent is responsible for providing technical and administrative support to the special project and major, complex assignments and responsibilities that the Chief of Staff assumes in his/her expanding role with the University, and VA Central Office.</p> <p>Duties</p> <ul> <li>Ensures that the practices and procedures used by secretaries in subordinate clinical offices through the VAAAHS are consistent with those of the Director's office, VISN and VACO directives. </li><li>Exercises exclusive control of the Chief of Staff's appointments and calendar with complete authority for commitments of time. Screens calls, visitors, and patients answering questions and completing business involving established policy of routine matters without making referrals to the Chief of Staff whenever possible. </li><li>Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the Chief of Staff office on a daily basis. Maintains a log for all action items to monitor the timely completion and submission of responses. Develops and maintains a suspense system which is reviewed at least daily to flag pending issues and ensure due dates are met. </li><li>Receives and reviews all correspondence received in the office of the Chief of Staff and replies to mail not requiring the Chief of Staff's attention. Screens all correspondence prepared for the Chief of Staff signature for clarity, completeness of reply, grammatical, and procedural correctness. </li><li>Arranges conferences for the Chief of Staff on a nationwide basis and when local meetings are requested. This includes preparing agenda, notifying participants, arranging luncheons, scheduling tours and similar matters. Checks to ensure that commitments made at these meeting are met and keeps the Chief of Staff informed of the status of these commitments. </li><li>Provides staff support for the Medical Staff meetings and Executive Committee of the Medical Staff (ECMS) meetings. This involves establishing a schedule of the meetings, disseminating the schedule to all participants, reserving rooms for meetings and getting the rooms prepared (ordering food, room set up, ordering audiovisual equipment, etc.), developing and timely distributing of agenda, compiling necessary materials for meetings, and recording and preparing minutes of the meetings. </li><li>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. </li><li>Other duties required that are not listed. </li></ul> <p>Work Schedule: Monday - Friday, 7:30am-4:00pm.</p> <p>Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.</p> <p>Virtual: This is not a virtual position.</p> <p>Position Description/PD#: Secretary (OA)/PD11050</p> <p>Relocation/Recruitment Incentives: Not Authorized</p> <p>Critical Skills Incentive (CSI): Not Approved</p> <p>Permanent Change of Station (PCS): Not Authorized</p>