Secretary (OA)

U.S. Department of Veterans Affairs; Bay Pines (FL); On-site; USD 41,000 - 53,000; Full time

Job summary

The Veterans Health Administration, Department of Veterans Affairs, seeks a Secretary (OA) to support the Chief of Geriatrics and Extended Care and the Respite Program at Bay Pines. This position provides essential office and administrative functions for GEC Service operations.

Key duties include coordinating daily administrative tasks, greeting visitors, scheduling meetings and travel, handling correspondence and records, preparing CME forms, and supporting committees.

Qualifications

• A transcript must be submitted with your application.
• If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript.

Responsibilities

• Provides support to the Chief of GEC and coordinating the day-to-day administrative functions for the chief who maintains responsibility for all on-going activities of GEC.
• Greets, schedules, organizes and executes interactive meetings of GEC with staff, patients, public-at-large, industry, academic and community leaders.
• Controls all incoming correspondence and documents, reads all incoming electronic and other mail, determines which inquiries can be handled independently and routes others to appropriate staff for action.
• Assembles background material and assures that the Chief is fully briefed on agenda items before scheduled meetings.
• Manages the collection of data and submits required monthly and quarterly reports for the Respite Program.

Job description

• Department: Department of Veterans Affairs

Employee serves as the Secretary to the Chief of Geriatrics and Extended Care and Coordinator for the in-patient and out-patient Respite Program. The employee provides a full range of office and administrative functions related to the planning and operations of GEC Service and the Respite Program.

Key Responsibilities

Secretary (OA) Duties include but not limited to: Provides support to the Chief of GEC and coordinating the day-to-day administrative functions for the chief who maintains responsibility for all on-going activities of GEC. Greets, schedules, organizes and executes interactive meetings of GEC with staff, patients, public-at-large, industry, academic and community leaders.

Controls all incoming correspondence and documents, reads all incoming electronic and other mail, determines which inquiries can be handled independently and routes others to appropriate staff for action. Prepares correspondence in accordance with Service policy and/or VA policy. Maintains control records on incoming correspondence, action documents, and recurring reports and follows up on work to ensure timely reply.

Assembles background material and assures that the Chief is fully briefed on agenda items before scheduled meetings. Makes arrangements for conferences, including time, space, people, and travel. Serves as support to various committees as directed by the Chief. Screens phone calls, greets visitors and directs them to appropriate staff members for attention. Prepares required forms to Education for CME credits and arranges for needed equipment.

Transcribes correspondence and committee meetings using appropriate format. Notes commitments or follow up action reminding staff and/or Chief to ensure completion. Keeps all filing of committee minutes, reports, meetings, correspondence, policies, procedures, studies, etc. Serves as Fund Control Clerk. Prepares work orders for Engineering. Serves as alternate ADP Coordinator and may be responsible for coordinating the training of all staff regarding VISTA programs.

Serves as the timekeeper for the service and alternate timekeeper for GEC Programs. Oversees key control for the entire Service. Initiates, maintains and coordinates the clinical privileging and credentialing process for all physicians, consultants and WOC's. Maintenance and record keeping for all physicians' licensure, DEA certification, and BLS/ACLS certifications. Maintains physician's quality improvement records according to JCAHO requirements.

Plans, develops and coordinates all administrative functions essential to the implementation and the delivery of Respite services. Communicates daily with Veterans and families members to relay eligibility concerns for the Respite Program. Collaborates with the clinical liaison in the coordination of services to the Respite client and gives tours to new families requesting Respite care.

Manages the collection of data and submits required monthly and quarterly reports for the Respite Program. Confers with the clinical liaison regarding the analysis of data and develops means of utilizing the data to improve program performance, efficiency and tracking mechanisms. Prepares reviews and presents quality assurance data to the GEC Performance Improvement Committee to support the Joint Commission standards.

Determines eligibility for Long Term Care copayments based on completing a 10-10EC form for Veterans and determines if they meet the Catastrophic Disability determination by VHA in order to reduce copays for Respite Care. Documents pertinent program information in patients records to communicate to clinical staff.

The incumbent serves as liaison with the Office of the Medical Center Director, Chief of Staff, other Service Chiefs, Credentialing and Privileging Office and Office of Education. Serves as liaison with the Universities and ensures required forms are submitted for resident's rotations at Bay Pines. Maintains procedure manuals in current status assuring that any change in policy or procedure is reflected in the manual and communicated to staff.

Coordinates the issuing and revision of all GEC related center memoranda and GEC memoranda among different program chairs. Provides the technical assistance in revising program policies. Devises tools for data collection to assist with program evaluation. Assists with development and maintenance of computerized information and data bases including formatting entry, retrieval and analysis of data.

Assists and coordinates chart reviews, data analysis, outcomes and actions for Peer Reviews and mortality monitors. Assists with coordination of quality improvement monitors, formulation and implementation as they involve interdisciplinary care. May be required to prepare statistical or informative data regarding GEC programs for the Chief, GEC or other functional areas in the hospital.

Work Schedule: Monday through Friday; 8:00am to 4:30pm Telework: Not available Virtual: This is not a virtual position Position Description/PD#: Secretary (OA)/PD107740 Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required

Requirements & Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/.

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $40736 – $52957/yr.

What is the application deadline?

Applications close on 2026-11-16.

Who is eligible to apply?

This position is open under the 'Fed Internal Search' hiring path.