Job Description

Job Title

Secretary (OA)

Primary Duties and Responsibilities

Serves as the first point of contact for visitors and telephone inquiries, determining nature and urgency of calls/visits, and routing or documenting as appropriate.

Manages and prioritizes supervisor's calendar, independently scheduling appointments, meetings, and travel arrangements; notifies supervisor of upcoming engagements and provides relevant background information.

Independently accepts or declines appointments on behalf of the supervisor; arranges for appropriate delegation of responsibilities to subordinate staff as needed.

Coordinates and manages meeting logistics, including scheduling, preparing agendas, tracking attendance, preparing minutes, and ensuring appropriate follow-up actions.

Oversees the scheduling and coordination of appointments, conference rooms, and audio/video conferences; manages general office operations to ensure efficiency.

Coordinates domestic and international travel for leadership and staff: prepares itineraries, confirms reservations, and processes travel vouchers in a timely manner.

Prepares, reviews, and controls incoming and outgoing correspondence, including memos, reports, and official documents for the Chief of Operative Care.

Manages office supplies and equipment: monitors inventory, processes requests and orders, maintains proper documentation, and serves as liaison for office work orders.

Serves as coordinator for the credentialing process for all operative care providers; acts as PIV sponsor for the service.

Conducts and manages biannual Ongoing Professional Practice Evaluations (OPPE) and Focused Professional Practice Evaluations (FPPE) for all providers, including Moderate Sedation Providers.

Plans, tracks, and documents staff mandatory education and training requirements in the Talent Management System (TMS), ensuring data accuracy and timely reporting.

Serves as primary timekeeper for the service, overseeing time and attendance for multiple sections and T&Ls, maintaining leave records, auditing timecards, and supporting personnel actions.

Conducts quarterly and bi-pay period audits of part-time physician timecards, policies, and supporting clinical documentation from CPRS to ensure compliance.

Pulls, reviews, and distributes reports from VistA (e.g., CUSS reports, unsigned operative reports, discharge summaries, and encounter reports) to support departmental operations and compliance.

Work Schedule

Monday - Friday, 7:30 am-4:00 pm

Position Description/PD#:

Secretary (OA)/ PD08360-O

Relocation/Recruitment Incentives:

Not Authorized.

Critical Skills Incentive (CSI):

Not Authorized.

Permanent Change of Station (PCS):

Not Authorized.

PCS Appraised Value Offer (AVO):

Not Authorized.

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