Secretary

Summary

The position is at the full performance level located at the Minneapolis VA Health Care System supporting the Executive Leadership Team (ELT) comprised of the highest-ranking senior executives within the healthcare organization. The incumbent reports directly to the Chief Experience Officer/Associate Director. The primary purpose of the Secretary is to provide administrative coordination and support to the Chief Experience Officer/Associate Director and the entire Executive Leadership Team.

Duties

Duties: Coordinates scheduling for the ELT including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings. Coordinates the ELT schedule's to attend major facility and/or community events as facility leadership representative including scheduling in calendar, getting event agenda, collecting requested action for the ELT. Manage meeting logistics and coordination for the ELT to include setting up meeting makers, confirmation of attendees, booking of meeting locations, set up of audiovisual devices, scheduling teleconference lines, drafting meeting agenda, gathering/producing meeting documents, and taking meeting minutes. Serve as Travel Coordinator for the ELT to include submission of travel requests via LEAF/Concur, set up of travel logistics, and submission of reimbursement for the ELT, and their Health Systems Specialist. Serve as Purchase Card Holder for the Executive Leadership Team (ELT) including Offices of the Director, Associate Director, Associate Director Patient Care Services, Assistant Director, and Chief of Staff. Serve as Timekeeper for the Executive Leadership Team (ELT) and backup Timekeeper for the Office of the Director. Support personnel/Human Resource functions for the ELT including management of staff's personnel folders, submission of Human Resource tickets/requests, support of annual Performance Plan, Performance Appraisal and award completion/submission. Manage the ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries. Prepare documents/correspondence for the ELT including Memorandums, Letters, Reports, Policies, Standard Work, and other documents/correspondence. Manage the routing of documents incoming/outgoing for the ELT. Serve as administrator for all SharePoint and Shared Drives for the ELT. Performs other duties as assigned. Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: This is not a telework position. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD608280 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/18/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-08 position you must have served 52 weeks at the GS-07. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows 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. You may qualify based on your experience as described below: Specialized Experience GS-8: You must possess at least one (1) year of specialized experience equivalent to the GS-7 grade level in the Federal Service that has equipped you with the knowledge, skills, and abilities to perform successfully the duties of this position. Examples of qualifying specialized experience include but are not limited to: providing administrative support; collecting, compiling, and/or tracking of data to support a program; composing and formatting a variety of letters and memorandums; establishing, updating, and maintaining office files and records; scheduling and coordinating meetings for staff; performing timekeeping duties; and answering and directing phone calls. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. The work requires sitting, walking, standing bending and carrying of light items such as papers, binders and books. Pace is fast and possibly at times, stressful. Auditory acuity to transcribe dictation is necessary. Visual acuity to accurately transcribe information into reports is essential. Working Conditions: The work is performed in a busy and demanding office environment. This environment can be noisy and stressful at times. The work area is adequately lighted, heated and ventilated.

Education

There is no educational substitution at this grade level.