Title: Administrative Assistant

State Role Title: 19013

Hiring Range: $32,843.00 - $45,323.00- To commensurate with experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

Agency Website: www.csh.dbhds.virginia.gov

Recruitment Type: General Public - G

Job Duties

Central State Hospital (CSH) is a 277 bed Joint Commission accredited psychiatric inpatient facility located in Petersburg, Virginia. CSH has proudly been serving citizens of the Commonwealth since 1870, when we opened our doors as the first psychiatric hospital in the country dedicated to the treatment of African Americans. A new and modern CSH is currently under construction on the same property, with a scheduled completion date of 2027.

CSH maintains the only maximum-security treatment facility in the state (111 beds). We also have 166 beds available for individuals in the community who need inpatient care, as well as individuals in the criminal justice system. We believe that treatment should be holistic and focused on the person’s individual needs, recognizing that recovery is not linear or the same for every person. Treatment modalities may include medication, evidence-based group and individual therapy, peer support, psychosocial rehabilitation, vocational training, preparation for court, and treatment for substance use.

Central State Hospital is currently recruiting a full-time Administrative Assistant to join our Medical Affairs department to ensure the Office of Medical Affairs operates effectively and professionally, as well as provide administrative support to the Hospital Medical Director. This includes, but is not limited to, professional office management, scheduling, administering/facilitating the credentialing and privileging of licensed independent practitioners, generating and proofreading correspondence, and producing minutes for medical staff committees.

Job Duties:
- Initiates and approves requests for purchases for the Medical Staff.
- Monitors the performance of medical services contracts, reviews and addresses complaints or scheduling issues.
- Serves as a liaison for Medical Affairs in areas supervised by the Hospital Medical Director, attends and participates in meetings, as needed.
- Coordinates and tracks psychiatric residency, fellowship, medical student and NP/PA student orientation and rotations between CSH and other institutions.
- Assist the timekeeper by managing the documentation of leave and travel for Medical Staff and clinical department heads.
- Tracks and coordinates departmental training compliance.
- Completes training class for Therapeutic Options and provides training to staff as needed at least quarterly.
- Converts Med Staff credentialing files to electronic/digital format.
- Coordinates approval process between Medical Affairs and other Departments for policy and procedural changes.
- Administers a thorough and timely credentialing and privileging process for Med Staff including the tracking of appointments, reappointments, licensure actions, and DEA certification.
- Maintain subscription services for NPDB, AMA Profile Service, ECFMG, etc. required for credentialing.
- Management and facilitation of Med Staff Credentialing and Privileging by reviewing individual practitioner files prior to presentation to Medical Director, Credentialing Committee, MEC and final approval by the Governing Body.
- Develops a monthly schedule for 24 hour on-call (MOD) coverage and treatment mall lunchtime coverage for the facility.
- Other duties assigned by supervisor.

KSA's required to successfully perform the work:
Excellent communication and interpersonal skills for collaboration with individuals internal and external to the organization and to work cooperatively with diverse cultural and ethnic groups. Must exercise extreme confidentiality. Current knowledge and skills in medical transcription. Must be dependable, flexible with work schedule, organized and able to multi-task.

Minimum Qualifications

- Executive level administrative experience required
-Progressive experience with Joint Commission standards related to Medical Staff
Credentialing and Privileging.
-Experience in medical staff support required
-Experience in hospital-based office administration is required

Additional Considerations

-Demonstrated ability to manage workflow in a fast-paced complex setting, proficiency in minute taking and experience in managing projects in a medical executive setting preferred.
-Working knowledge and experience in medical contract services and credentialing/privileging preferred.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Central State Hospital only accepts online applications via RMS. Resumes and other documents may accompany the application but will not serve as a substitute for an application. Faxed, e-mailed or mailed applications will not be accepted. Please refer to your RMS account for the status of your application and this position. This posting will remain open for a minimum of five (5) business days.

An extensive criminal history background investigation, not limited to employment references, drug testing and E-Verify will be conducted.

Central State Hospital offers a comprehensive benefit package to include your choice of four health insurance plans, paid life insurance and retirement plans, 12 paid holidays, annual and sick leave.

Applicants must list all relevant experience that you wish to be considered for this position. Applicants will be provided confirmation of receipt when your application and/or resume is submitted. Please refer to “Your Application” in your account to check the status of your application for this position. A fingerprint-based criminal history check and reference checks are required for the selected candidate for this position. Under Virginia Code §37.2-314 and 37.2-408.1, the Department of Behavioral Health and Developmental Services is prohibited from employing or using as volunteers, persons who have been convicted of specific “barrier” crimes or persons who may be the subject of pending “barrier” charges.

DBHDS facilities are no longer required to ensure that all staff members are vaccinated against COVID-19. However, facilities encourage and educate staff on the benefits, and continue to offer COVID-19 vaccination programs to staff, residents/clients. Employees may be required to disclose immunization status for purposes of infection prevention and/or management of outbreaks. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. If you have any questions, contact the Office of Human Resources.

Commonwealth’s Alternate Hiring Process: In support of the Commonwealth’s commitment to inclusion, individuals with disabilities are encouraged to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor with the Department of Aging and Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS, to get their Certificate of Disability. To obtain a Certificate of Disability go to: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.

Reasonable accommodations are available to persons with disabilities during the application and/or interview process per the Americans with Disabilities Act. Contact Human Resources at (804) 524-7111 for assistance.

DBHDS is an equal Opportunity Employer. Employment opportunities are open to all regardless of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability. Minorities, Individuals with Disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY

Contact Information

Name: Human Resources

Phone: 804-524-70312

Email: cshrecruitment@dbhds.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.