Description

Please Note: This position is normally scheduled Monday through Friday, and 40 hours per week. At times, this position may exceed 40 hours per week to meet critical deadlines. Flexible work schedule and Telework may also be considered subject upon supervisory approval.

Here at the Washington State Department of Veterans Affairs (WDVA), we are passionate about our mission of “Serving Those Who Served.” As a national leader in our advocacy for more than 500,000 veterans and their family members, we strive to connect them to earned benefits as well as innovative programs focused on their overall health and wellness. In addition, we provide critical community services through a variety of programs, and at our four State Veterans Homes located in Orting, Port Orchard, Spokane, and Walla Walla. These Medicare, Medicaid, and Federal VA certified State Veterans Homes provide skilled and long-term nursing home care to honorably discharged veterans, including, in some instances, their spouses, widows, or Gold Star parents.

This position reports to the Deputy Director - liaising among the Director, and all members of the Leadership Team. This position serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Deputy Director’s Office. This position organizes and coordinates executive outreach and external relation efforts. This position works independently and handles a wide variety of activities and confidential matters with discretion. This position requires a wide scope of complex duties and responsibilities and the ability to exercise independent judgement.

This position supports operational and administrative functions for the office of Deputy Director, which is comprised of 902 allotted positions. The incumbent will draft agency policies, operating procedures, executive priorities, may lead and work on special projects, work on strategic and performance goals and other agency activities. In addition, the incumbent of this position drafts correspondence and speeches, manages appointments and scheduling, responds to callers and visitors by providing telephone and receptionist services, establishes, and maintains offices procedures, standards, priorities, and work methods. This includes using a variety of computer applications, organizing, and maintaining files, arranging travel itineraries, arranging conferences and meetings. Represents the agency and Leadership Team through professional interactions and collaborative partnerships by exhibiting effective communication and fostering a spirit of teamwork and mutual support.

Bring your professional experience, and your passion for "serving those who served", and apply today!

Duties

Some of what you'll be doing in this executive position includes:

• 
  Managing the day-to-day operations of the office of the Deputy Director, providing consultation to executives, managers, and staff on the operations, procedures, and policies, compiling information and evaluating issues.
• Anticipating the needs of the organization, strategize solutions for programs and complex situations. Making decisions on what action needs to be taken, considering various approaches, and determining which approach/action will be the most effective.
• Overseeing the uniformity of the operations of the organization’s programs. Liaising with the Director’s Executive Assistant and other administrative support in the agency to ensure coordination among senior leaders to reduce time consuming delays or missed opportunities.
• Maintaining working relationships with executives, staff, and external stakeholders. Determining priorities, establish due dates and method of resolution on special projects and assignments. Consulting with Division executive level managers on programs. Providing a bridge for smooth communication between the Director/Deputy Director and internal divisions, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Organizing and providing informational materials, addressing questions and concerns, and resolving issues.
• Following up on contacts made by the Deputy and support the cultivation of ongoing relationships.
• Prioritizing conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Editing and completing first drafts for talking point/speeches, written communications to internal and external stakeholders.
• Facilitating cross-divisional coordination of travel and outreach plans.
• Making recommendations for process improvements.
• Schedules the Executive Leadership Team and maintains meeting notes, agenda items, and tracks action items.
• And much more!

• Full Position Description will be made available upon request.

Qualifications

Required Qualifications (Education, Experience, and Competencies):

• 
  Bachelor’s degree in public administration, business administration, organization development, organizational psychology, operations research, communications, or similar field.
• Three or more years’ experience using analytical problem-solving methods, program evaluation, process improvement methods, government performance measurement, business statistics, budget analysis, business planning, or strategic planning.
• Three years of progressively responsible experience in office management, operational, and administrative support procedures, and functions.
• Three years of experience providing administrative and operational support in an executive and fast paced team environment while maintaining a calm and positive attitude.
• Experience in Lean Six Sigma or other process improvement methodologies.
• Expert level competency in the use of Word, Excel, PowerPoint, Outlook.

Also,

• Highly developed interpersonal skills demonstrated by successfully influencing team or organizational behavior.
• Demonstrated experience providing expert consulting to high level executives.
• Proven teamwork skills by successfully working in a team with varying perspectives and diverse priorities.
• Skilled at organizing and summarizing information including the use of matrixes and templates.
• Demonstrated perseverance by pursuing tasks with energy, drive, and a need to finish, especially in the face of resistance or setbacks.
• Uses rigorous logic and methods to solve difficult problems with effective solutions and is excellent at objective analysis.
• Deals with concepts and complexity comfortably and is described as intellectually curious, sharp, capable, and flexible.
• Ability to communicate complex information clearly and succinctly for a variety of audiences, settings, and styles; can get messages across that have the desired effect.
• Demonstrated process management skills including figuring out the processes necessary to get things done; knowing how to organize people and activities; understanding how to separate and combine tasks into efficient workflow; knows what to measure and how to measure it; can simplify complex processes.
• Widely trusted, can present the unvarnished truth in an appropriate manner, admits mistakes, and doesn’t misrepresent him/herself for personal gain.
• Picks up on cues and can adjust their behavior to improve communications and maintaining relationships.
• Makes good decisions based upon analysis, wisdom, experience, and judgment; is sought out by others for advice and solutions; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time.
• Can shift their perspective from a broad awareness of a situation to understanding the patterns and relationships within the elements.
• Proven quick learner who is open to changing mental models, analyzes both successes and failures for clues to improvement and enjoys the challenge of unfamiliar tasks.
• Experience leading projects consisting of cross-program teams from several business areas.
• Experience facilitating the work of teams to produce measurable results.
• A results-driven leader who can work under pressure managing multiple projects and services while continuing to produce required outcomes and deliverables.
• Ability to anticipate upcoming needs and proactively work to develop strategies and solutions.
• Ability to effectively organize and manage multiple assignments, sometimes involving competing priorities and to produce work products that are accurate, thorough, and timely.

Preferred/Desired Qualifications:

• Three or more years’ experience with project management.
• Knowledge of veteran programs and issues, state government organization and administrative procedures.
• Experience with workforce, organizational change management, and diversity, equity, and inclusion work.
• Demonstrated knowledge of project management and principles.
• Knowledge of human resource management, including staff development and training, DEI, collective bargaining agreements, and civil service rules.
• Skills to analyze, develop solutions, and make decisions about complex operational and systems issues.
• Ability to write reports and develop presentations that clearly articulate project findings and their implications for our agency policies and/or programs.
• Ability to achieve results with little to no oversight.
• Ability to effectively give and receive information both verbally and in writing to diverse audiences. In particular, must have experience communicating at an executive level.
• Ability to coordinate and lead teams/projects creating a cooperative and productive environment in which to resolve problems or develop and implement plan.
• Experience managing and guiding indirect reports.
• Adept in managing a wide range of stakeholders.
• Experience with negotiation and conflict resolution. Skilled in crucial conversations, crucial accountability.
• Demonstrated experience and success in building cross-divisional relationships.
• Clear understanding of the complexity of external stakeholder relationships.
• Completed certification or training program in Change Management, Project Management, Lean Six Sigma, or other process improvement methodology.
• Demonstrated measurable results in leading and managing projects that have a wide scale impact.
• Must have strong analytical problem-solving skills.
• Must be a fast learner and flexible.
• Must be organized and have good time management skills.
• Must be capable of multiple projects and assignments at a time while also maintaining a project monitoring system.
• Must be able to do develop measures for project, operational, and strategic performance.
• Must be able to serve as an expert in the agency, which includes coaching and mentoring staff and managers. Must be able to work effectively in an environment with rapidly changing priorities and ambitious and ambiguous assignments.

Supplemental Information

Check out this awesome video here to see what it is like to work for the WDVA!

Application Process:
The top candidates will be contacted directly to interview for this position. Because the selection will be based on information provided by you, it is in your best interest to identify the knowledge, skills and abilities that address the mandatory and desirable qualifications described below.

Please include the following documents with your application:
1. A letter of interest describing specific qualifications.
2. A current resume detailing applicable experience and education.

Finalists will be asked to provide a list of at least three professional references with current telephone numbers.

Other Information:

• State employees must be fully vaccinated prior to hire date. Your vaccine status will be verified at New Employee Orientation. Please reach out to the HR Office at HR@dva.wa.gov if you need information on medical or religious accommodation.
• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• Annual TB testing will be required.
• Must have a valid WA State Driver’s License.

Applicants wishing to claim Veterans Preference should attach a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please blackout any personally identifiable data such as social security numbers. For further information please contact us at: recruiters@dva.wa.gov.
Here at YOUR Washington Department of Veterans Affairs our employees come from all walks of life. We strive to hire great people from a wide variety of backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

We believe in the importance of recognizing the value each of us contribute to the success of the mission of the agency. Having a diverse workforce is this agency’s greatest resource of strength and knowledge. It is through the combination of talents and abilities that we can pursue finding effective measures on how we can provide the best customer service. We are committed to building a diverse and inclusive workplace for everyone.

The State of Washington is an equal opportunity employer. Persons with a disability who need assistance in the application process or testing process, or those needing this announcement in an alternative format, may call (360) 725-2183. TTY users should first call 711 to access the Washington Relay Service.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.

If you have any questions regarding this announcement, program, or the agency please contact Nathaniel at recruiters@dva.wa.gov .