The Executive Assistant will apply established procedures when performing tasks and will receive assignments that are designed to develop skills and knowledge. As experience and knowledge are gained and competency is demonstrated, the incumbent is gradually given more freedom to make independent judgments and decisions.

The supervisor provides general standing instructions on what is to be done, procedures and methods to follow, data and information required, quality and quantity of work expected, and deadlines. Supervisor also provides additional, specific instructions for new, difficult, or special assignments including suggested procedures, sources of information, or reporting formats and techniques. The incumbent independently carries out recurring program and management analysis, clerical or technical tasks or assignments without specific instructions. The supervisor ensures that finished work and methods used are technically accurate and in compliance with established instructions, methods, procedures, and deadlines.

Program Support Assistant:
Directly supports the Director and Deputy Director providing administrative and clerical assistance to fulfill the Center's mandates. Office management and administrative support for the Center for Women Veterans' staff and serves as a contact point with staff on administrative matters. Schedules meetings and appointments for the Director and Deputy Director and establishes priorities, schedules, invitations to meetings, and arranges for representation by a subordinate official when desired and/or appropriate. Assembles materials and information for use at meetings, conducting necessary research in support of agenda items, contacting attending personnel as necessary. Prepares relevant pre-brief material(s) for Center Director/Deputy Director prior to scheduled meetings through template form.

Event Support
Assists with arranging conferences and meetings conducted for the Director and Deputy Director. Provides administrative/logistical assistance, including travel arrangements and itineraries where necessary, submits travel vouchers and reports and coordinates required follow-up for Director and
Deputy Director and Center staff where necessary. Prepares materials for briefings and other presentations, such as slides, charts, graphs, briefings,
etc. Determines information to be presented and appropriate formats. Rewrites the material as necessary. Composes short letters as assigned by the Director and Deputy Director. Monthly National Partner's Meeting manager - Recruit monthly speakers, manage speakers, organize and track partners, work with Director and Deputy Director to inform about upcoming meetings, run meetings.

Correspondence and Publications
Coordinates and prepares correspondence, proofreads for completeness, accuracy, tone, clarity, mastery of grammar, spelling and compliance with established policy. Must be proficient in all Office programs, especially a high proficiency for Microsoft Teams and Outlook email/calendar features.
Reads all incoming publications, regulations and directives, which may be important to the activities of the Director or other Center staff. Refers those of importance or interest. Completes the Cabinet Report Supports staff on clearing Center's mailbox of incoming inquiries. Tracks incoming/outgoing mail and distributes to appropriate staff.

Primary Office Manager
General knowledge/understanding of data gathering and utilization Logistics & Acquisitions Tracks office equipment using Maximo. Responsible for procurement and control of Center's supplies and other small purchases and serves as the official cardholder of the Government credit. Performs simplified Acquisition Procedures for Micro Purchasing and the Government Credit card program. Maintain spreadsheet of data showing supplies
and equipment in the Center. Assures that the Center has appropriate supplies in stock in order to adequately perform its mission. Assists in management of the Center's equipment inventory by: maintaining an updated inventory listing of items and locations; and participating in physical inventories of equipment items to make sure they are properly accounted for. Receives all visitors and telephone calls to the Director and Deputy Director.

Business Office Operations
Maintains workflow by working with program analyst and other staff to assure efficiency and timeliness of administrative functions affecting the office.
Supports staff on completing Iris Inquiries Enters time and attendance data into the electronic system, and coordinates leave and other timekeeping issues.

Performs other duties as assigned.

Work Schedule: Full-time; Monday - Friday; 7:30am - 4:00pm
Telework: Yes - as determined by the agency policy.
Virtual: This is not a virtual position.
Position Description/PD#: 39834-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Conditions of employment

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents).
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.

As a condition of employment for accepting this position, you may be required to serve a one year probationary period or two year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In 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 one year probationary period or two year trial period your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/24/2025.

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-12 position you must have served 52 weeks at the GS-11. 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. 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. See the Required Document section below for more information regarding the SF-50s needed to verify time-in-grade.

You may qualify based on your experience and/or education as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-11) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: performing a wide variety of administrative tasks including scheduling meetings, managing executive calendars, coordinating travel arrangements and preparing reports and presentations; utilize databases and correspondence management systems to effectively organize and track correspondence and reports; collaborates with correspondence analysts throughout the Department to meet deadlines and ensures documents are in compliance with VA policy and standards; tracks correspondence through the approval process and alerts the Executive Secretary in case of missing or delayed materials; effectively uses VIEWS or similar electronic records management system to record and track documents for signature or approval.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy: To be found well-qualified, applicants must meet the following qualifications: Serves or served in an Executive Secretariat or a comparable function with direct experience with: managing a senior executive calendar; utilizing databases and correspondence management systems to effectively track and retrieve information; as well as the ability to perform a wide variety of administrative tasks.
Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

You will be rated on the following Competencies for this position:

• Administration and Management
• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Manages and Organizes Information
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

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; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is sedentary and performed in an office environment. The incumbent may be required to travel occasionally with the Director and/or Deputy Director.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics):

Competencies Bullets

• Administration and Management
• Customer Service
• Attention to Detail
• Manages and Organizes Information

Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on an assessment may also result in your removal from consideration.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

Area of Consideration: Eligible applicants will be reviewed and referred in the following order:

• All current, permanent VA Employees in the Office of the Secretary
• All other current, permanent VA employees
• All other applicants (if status)

To apply for this position, you must provide a complete Application Package which includes:

• Resume

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• Other (1)
• PCS Orders
• Professional Certification
• Proof of Marriage Status
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Note: Failure to submit all documentation prior to the announcement closing will result in an ineligible rating. We will not contact applicants for additional documentation.

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 (Current Federal Employees must provide an SF-50 dated 1-12-2025 or later; Current Federal Wage System (WG/WL/WS) employees must provide one dated within one year of the closing date)
  • ATTENTION: You may need to submit more than one SF-50 if we cannot verify that you meet time-in-grade by your most recent SF-50. For example, if your most recent SF-50 is a General Adjustment, we need your most recent SF-50 dated 1-12-2025 and another SF-50 to verify time-in-grade. Examples of SF-50s for time-in-grade verification include your last within-grade increase or promotion to highest grade held. A promotion SF-50 shows when you started the grade level and a within-grade increase verifies that you were at that grade level for at least one year. Failure to provide your most recent SF-50 dated 1-12-2025 or later and other SF-50s to verify time-in-grade will result in you being disqualified. We cannot verify time-in-grade based on the grade and step you are currently on alone.
• Former federal employee applying under reinstatement eligibility must supply their latest SF-50 as well as any additional SF-50s needed to verify time-in-grade as stated in the above bullet.
• Award SF-50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50s to include in addition to your most recent SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old."

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx.

IF APPLYING AS A CTAP/ICTAP ELIGIBLE:
You must submit the following documentation demonstrating eligibility for CTAP/ICTAP:

• Resume
• Agency Reduction in Force notice;
• Most recent SF-50 noting current position, grade level, and duty location
• Most recent performance appraisal (must be fully successful or above)

Next steps