Executive Secretary (ADPCS)

Department of Veterans Affairs

The incumbent provides a comprehensive range of administrative and technical support for the Associate Director for Patient Care Services/Chief Nurse Executive's (ADPCS/CNE) office.

• Duties include, but not limited to the following: As the ADPCS/CNE executive secretary for the Boise VA Medical Center, the incumbent ensures that the practices and procedures used by subordinate offices are consistent with those of the Executive Office. Coordinates with other staff in the Executive Office to ensure smooth workflow and appropriate office coverage at all times. On own initiative recommends changes in administrative policies. The incumbent is responsible to receive all visitors and telephone calls for the ADPCS/CNE. Reception responsibilities frequently require initiative, knowledge and decision making on the part of the incumbent, who represents the facility in highly sensitive contacts. Screens all contacts to determine the nature and purpose of calls and refers calls not requiring the ADPCS/CNE attention to appropriate clinical service manager or independently addresses matters without referral. When situations must be referred to the ADPCS/CNE, the incumbent furnishes the ADPCS/CNE with information to aid in the discussion. Interacts frequently with both internal and external customers to resolve a variety of complaints made by patients and their families including potentially hostile or aggressive visitors. The incumbent independently exercises exclusive responsibility for maintaining a complex calendar for the ADPCS/CNE. In collaboration with the ADPCS/CNE and independent discretion, establishes and adjusts priorities schedules or reschedules appointments, accepts or declines invitations to meetings. On own initiative coordinates with staff involved in the meetings; arranges for appropriate meeting facilities, either at the Medical Center or at remote locations, including audiovisual equipment, teleconferencing equipment, etc.; prepares and distributes agenda or visit itinerary; arranges for refreshments or meals as appropriate; assists with travel arrangements or provides information on lodging and travel as appropriate. The incumbent responds to inquiries and administrative problems brought to the ADPCS/CNE by members of the staff and officials of the agency' central office, VISN 20, state and local governments, other hospitals and organizations, other federal agencies, and congressional staff. Notifies the appropriate staff officials of the need for information or recommendations and either prepares the response or follows up to ensure a timely response by others. Incumbent prepares a wide variety of recurring internal reports and documents from information obtained from the staff, files, and other sources. Works with and safeguards confidential information of major importance, such as medical or administrative staff problems, litigation activity, future hospital plans, Labor and Employee Relations issues, personnel grievances, and evaluations of key personnel. Incumbent assists in developing data for ADPCS/CNE use in appearance before service and civic organizations, both as speaker and member of panels, and works with other front office personnel on community participation assignments. When assignments require, incumbent arranges transportation, hotel accommodations, social arrangements, and secretarial assistance. Incumbent provides guidance to the other front office secretaries in maintaining official station title files, correspondence, and other record series for the Executive office. Assists with other front office Secretaries on maintenance and preparation of timecards for the Executive office and the schedule of activities, conferences, and meetings held in the Director's Conference Room. Incumbent oversees the maintenance of government manuals, policy notebooks, and files in the Executive Office and ensures such records are handled appropriately and are available as needed. Is responsible for maintenance of files secured in the Executive Office safe, including periodic review and updating as required. All records are handled in compliance with confidentiality regulations, including the Privacy Act of 197 4, FOIA regulations, and other applicable laws and regulations. Work Schedule: Monday - Friday, 0730-1600 Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Executive Secretary (ADPCS)/PD603920 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Financial Disclosure Report: No required

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