Program Assistant (Executive Assistant)
Correspondence Management:
Assess, route, or otherwise handle incoming and outgoing materials such as controlled or routine correspondence, reports, memorandum, and other forms of written communication. Initiate actions in the Action Tracking System, follows up on overdue items, prepare draft documents for review, and prepares cleared documents in final form tracks controlled correspondence. Route and track Family Medical Leave Act Applications, Civil Service Awards and Commissioned Corps Awards that are submitted to management for approval. Responsibility for the safekeeping on all classified material received in the hospital. Calendar & Meeting Management:
Maintain daily office calendar, schedule appointments, coordinate meetings, and/or schedule conferences Serve as main point-of-contact for scheduling meetings for conference rooms for all C-Suite Staff. Attend meetings, prepare meeting minutes, and follow up on action items with appropriate staff members. Serves as Point of Contact for the Organizational Unit:
Receive phone calls and visitors from within and outside the immediate organizational unit. Receive, refer, and interact with persons within and outside the immediate organizational unit including staff of other Federal organizations, private industry, and the general public. Conducts Office Business:
Provide and maintain excellent, professional customer service and demeanor to all customers. Customers consist of agency employees, managers, co-workers and supervisors, and the general public. Perform a wide variety of administrative tasks associated with maintaining and supporting the work of the organization. Serve as the backup Contracting Officer Representative. Travel Management:
Provide End to End travel arrangements utilizing appropriate resources in the planning, and execution of travel requests for the CEO and COO in accordance with travel policies and regulations, and continuing education policies for medical staff, nurses and others. Human Resources:
Serve as a point of contact for all Human Resources activities such as recruitment tracking, weekly update/summaries to clinical directors on the statuses of actions, collaboratively work with the Position Control Officer, and Finance in position enumeration for accuracy. To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week. BASIC REQUIREMENT(S):
https:
//www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/0300/miscellaneous-clerk-and-assistant-series-0303/ In addition to the Basic Requirements, you must also meet the Minimum Qualifications stated below. MINIMUM
Qualifications:
Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks:
GS-08 Grade Level:
Experience in performing administrative and clerical duties to include the following:
serving as an executive assistant to a Chief Executive Officer (CEO) or similar echelon; coordinating CEO activities by setting up and refusing appointments; coordinating and assembling background information for meetings; composing correspondence; planning itineraries and schedules for travel, ensuring transportation and accommodations reservations are arranged and the preparation and submission of travel vouchers are completed; knowledge and use of a computer and competent in word processing, database usage, and ability to utilize various software. GS-09 Grade Level:
Experience in serving as an executive assistant to the office of the Chief Executive Officer (CEO) or similar echelon in coordinating appointments and calendar management; making and accepting phone calls utilizing discretion in exercising accessibility of information received and provided; booking travel arrangements, making itineraries ensuring all aspects of travel are followed including timely and efficient voucher claim submissions; assist in arranging subordinate representation by an alternate official in absence of the CEO; organizing and strategizing logistics along with coordination and assembling of information for meetings; review/compose draft executive correspondence; knowledge and use of a computer and competent in word processing, database usage, and ability to utilize various software; ability to multitask and demonstrate the ability to organize competing priorities with professionalism to ensure a seamless approach in the completion of organizational tasks assigned. Time In Grade Federal employees in the competitive service are also subject to the Time-In-Grade Requirements:
Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).
Estimated Salary: $20 to $28 per hour based on qualifications.
Assess, route, or otherwise handle incoming and outgoing materials such as controlled or routine correspondence, reports, memorandum, and other forms of written communication. Initiate actions in the Action Tracking System, follows up on overdue items, prepare draft documents for review, and prepares cleared documents in final form tracks controlled correspondence. Route and track Family Medical Leave Act Applications, Civil Service Awards and Commissioned Corps Awards that are submitted to management for approval. Responsibility for the safekeeping on all classified material received in the hospital. Calendar & Meeting Management:
Maintain daily office calendar, schedule appointments, coordinate meetings, and/or schedule conferences Serve as main point-of-contact for scheduling meetings for conference rooms for all C-Suite Staff. Attend meetings, prepare meeting minutes, and follow up on action items with appropriate staff members. Serves as Point of Contact for the Organizational Unit:
Receive phone calls and visitors from within and outside the immediate organizational unit. Receive, refer, and interact with persons within and outside the immediate organizational unit including staff of other Federal organizations, private industry, and the general public. Conducts Office Business:
Provide and maintain excellent, professional customer service and demeanor to all customers. Customers consist of agency employees, managers, co-workers and supervisors, and the general public. Perform a wide variety of administrative tasks associated with maintaining and supporting the work of the organization. Serve as the backup Contracting Officer Representative. Travel Management:
Provide End to End travel arrangements utilizing appropriate resources in the planning, and execution of travel requests for the CEO and COO in accordance with travel policies and regulations, and continuing education policies for medical staff, nurses and others. Human Resources:
Serve as a point of contact for all Human Resources activities such as recruitment tracking, weekly update/summaries to clinical directors on the statuses of actions, collaboratively work with the Position Control Officer, and Finance in position enumeration for accuracy. To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week. BASIC REQUIREMENT(S):
https:
//www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/0300/miscellaneous-clerk-and-assistant-series-0303/ In addition to the Basic Requirements, you must also meet the Minimum Qualifications stated below. MINIMUM
Qualifications:
Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks:
GS-08 Grade Level:
Experience in performing administrative and clerical duties to include the following:
serving as an executive assistant to a Chief Executive Officer (CEO) or similar echelon; coordinating CEO activities by setting up and refusing appointments; coordinating and assembling background information for meetings; composing correspondence; planning itineraries and schedules for travel, ensuring transportation and accommodations reservations are arranged and the preparation and submission of travel vouchers are completed; knowledge and use of a computer and competent in word processing, database usage, and ability to utilize various software. GS-09 Grade Level:
Experience in serving as an executive assistant to the office of the Chief Executive Officer (CEO) or similar echelon in coordinating appointments and calendar management; making and accepting phone calls utilizing discretion in exercising accessibility of information received and provided; booking travel arrangements, making itineraries ensuring all aspects of travel are followed including timely and efficient voucher claim submissions; assist in arranging subordinate representation by an alternate official in absence of the CEO; organizing and strategizing logistics along with coordination and assembling of information for meetings; review/compose draft executive correspondence; knowledge and use of a computer and competent in word processing, database usage, and ability to utilize various software; ability to multitask and demonstrate the ability to organize competing priorities with professionalism to ensure a seamless approach in the completion of organizational tasks assigned. Time In Grade Federal employees in the competitive service are also subject to the Time-In-Grade Requirements:
Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$49,622 to $71,250 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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