Secretary (OA)

Duties include but are not limited to:

• This position requires the highest standards of providing customer service both internally and externally.
• performs a variety of clerical administrative and technical duties/responsibilities in support of the administrative management of a complex health care delivery system.
• Support will encompass the Medicine Service in all Sections and Programs that include Cardiology Gastroenterology Hematology /Oncology Pulmonary/Respiratory Inpatient/Hospitalist Nephrology Rheumatology Infectious Disease Endocrine & Metabolism Geriatrics Allergy and other sections or programs under Medicine Service.
• Must have considerable administrative training and experience and comprehensive working knowledge of special administrative and complex processes to support clinical operations.
• Performs work in support of management and/or program analysis functions in which knowledge of the purpose operation methodology and techniques characteristics of specific management/program analysis functions are required.
• Requires considerable specialized training and experience in administrative computer clerical problem solving skills and analytical evaluative qualitative quantitative and statistical skills as well as the ability and desire to manage a wide variety of complex and unexpected and nonrecurring problems.
• Must have a comprehensive working knowledge of a special and complex subject matter procedures and practices common to Medicine Service programs at VAAAHS.
• The work performed by this individual may have great impact in the performance of the Medicine Physicians Associate Chief of Medicine Service Administrative Officer and other managers for whom the individual interfaces with.
• Schedules refers and contacts members of the staff at the facility and outside the facility including VISN other faculty at the University of Michigan other government facilities other health care institutions and the public. This position will work closely with all our providers and administrative personnel to ensure all proficiencies evaluations functional categories performance pay notifications service agreements are up to date and all 6-part folders are compliant.
• Maintains electronic appointment calendars updates share point sites coordinate meetings and schedules conferences. Attends meetings prepares meeting minutes and follows up on action items with appropriate staff members.
• Utilizes VISTA for entering 2237s 1358s MAXIMO for work orders and is the primary office supply coordinator for all of Medicine Service.
• Performs all aspects of timekeeping for Medicine Service. Enters employee work tours accurately and timely posts tours of duty annual leave sick leave in VATAS. Tracks part time physicians that utilize Memos of Service Level Expectations.
• Serves as the Medicine service focal point for arranging and coordinating training activities as a TMS administrator.
• Serves as Automated Data Processing Application Coordinator (ADPAC) for the service. Providing automated data processing clinical supplication advisement and support; enters EPAS for computer access for all staff contractors WOC and occasionally learners.
• Must have a clear understanding of duties of Position Description.

Physical Demands:

• The work is mainly sedentary; but may require walking stair climbing bending stooping and carrying lightweight documents and repetitive use of the keyboard as part of daily activities. Stamina and concentration to meet crucial deadlines are required.
• Keen hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication. There may be a certain amount of mental strain due to time constraints and frequent reviews and surveys. The employee must be able to handle stress of meeting deadlines and the time constraints placed on him/her. The work does not require any special physical effort or ability.

Work Schedule: Monday-Friday 8:00am to 4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA)/PD061760Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

• 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.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: 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 ( Effective May 7 2025 drivers 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 during which we will evaluate your fitness and whether your continued employment advances the public 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.

To qualify for this position applicants must meet all requirements by the closing date of this announcement 09/10/2026.

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-6 position you must have served 52 weeks at the GS-5. 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 this instance you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

Specialized Experience: You must have one(1) year of specialized experience equivalent to at least the next lower grade level of GS-05 in the normal line of progression for the occupation in the organization.

Proficiency Requirements - at least 40 words per minute typing speed must be listed on the resume.

Examples of Specialized Experience:

1. Expertise in computer operation procedures computer programs for typing correspondence creating spreadsheets and graphs maintaining an on-line calendar creating mail-merge documents and utilizing the network server.
2. Skill in auditing collecting analyzing and presenting statistical data using statistical methods.
3. Secretarial skills including proficiency in typing records management taking accurate and complete meeting minutes and use of general office equipment. Skill in operating dictating equipment and transcribing dictation.
4. Thorough knowledge of grammar spelling punctuation and ability to edit documents to produce a final product which is grammatically and stylistically correct. October 2018 Reviewed Aug 2020 Detailed knowledge of the VA format style for correspondence and ability to write clearly and critically review submissions from administrative and clerical.
5. Skill in human relations appropriate for coordinating an office environment resolving problems conducting training and acting liaison for personnel within and outside of the medical center including patients and their families. Knowledge of government travel regulations to prepare forms and input data into electronic Travel Manager Program Concur.
6. General knowledge and use of various personnel forms and knowledge of the terminology used in the preparation of forms.

For more information on these qualification standards please visit the United States Office of Personnel Managements website at

Required Experience:

Junior IC