Secretary; OA

Position: Secretary (OA)
The incumbent serves as the Secretary to the Associate/Assistant Director, which is organizationally structured under the Medical Center Director's Office. The incumbent performs secretarial duties in support of the Associate/Assistant Director as well as general office work to auxiliary sections under the Director's Office and provides back-up support to the Director's Office Executive Secretaries.

Duties include but not limited to:

* Acts as liaison between the Associate/Assistant Director and the Assistant Director's staff throughout the medical center by providing accurate, timely advice on procedures, report requirements, and other matters necessary to implement the Associate/Assistant Director's policies, directives, and instructions.

* Assists the Associate/Assistant Director in his/her responsibilities as chair or facilitator of various committees/task forces, etc., coordinating meeting schedules with staff at the medical center, meeting location arrangements, preparing agenda, minutes and distributing necessary information needed for meetings.

* Controls the Associate/Assistant Director's activity schedule, establishes priorities, sets-up, reschedules or refuses appointments, accepts or declines invitations to meetings, arranges representation by a subordinate official when that is desirable.

* Receives visitors and telephone calls to the Associate/Assistant Director, determines nature of call or visit. Determines if visit or call requires the attention of the Associate/Assistant Director or other personnel or should be referred to a more appropriate staff member or department.

* Acts as surrogate for the Associate/Assistant Director for electronic mail communication.

* Independently schedules official committee and board meetings, including making reservations for meeting rooms and notifying all participants.

* Assists in implementing supervisor's intentions by contacting subordinate offices with requests for information and/or relaying instructions or suggestions.

* Critically reviews all outgoing correspondence prepared by all services to ensure conformance with regulations, grammar, format, typographical accuracy, assembly, line and staff co-ordinations, and other procedural requirements.

Work Schedule:

Monday-Friday, 8:00 a.m.

- 4:30 p.m.

Virtual:
This is not a virtual position.

Position Description/PD#:
Secretary (OA)/PD50149O

Relocation/Recruitment

Incentives:

Not Authorized

Critical Skills Incentive (CSI):
Not Approved

Permanent Change of Station (PCS):
Not Authorized