Title: Executive Assistant
State Role Title: 19221
Hiring Range: Salary to commensurate with experience
Pay Band: 4
Agency: Dept Behavioral Health/Develop
Location: Central State Hospital
Agency Website: https://dbhds.virginia.gov/facilities/csh/
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.
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.
Job Duties:
• Reviews incoming items (including directives from Central Office).
• Independently makes assignments to senior management staff, setting deadlines as
necessary.
• Follows up with appropriate staff to ensure that assignments are understood and
deadlines are adhered to.
• Reviews correspondence drafted for the Director’s signature to ensure it addresses
issues correctly, is grammatically correct, and reflects positively on the Director’s
office.
• Maintains electronic and manual filing systems, including confidential and
personnel files.
• Develops and maintains databases to track assignments and improve efficiency
throughout the Hospital.
• Interacts and serves as the Director’s liaison to Hospital and Central Office staff and
members of the public routinely to receive or communicate information.
• Explains and interprets departmental policies and procedures.
• Maintains the CEO’s calendar
• Responsible for the Executive Leadership Team and Leadership Team minutes,
agendas, and tracking of reports and due dates
• Coordinate travel arrangements
• Coordinate visits (Central Office, TJC) and special conferences/activities
• Requests, receives and organizes tickler information to include draft presentation
materials, etc.
• Serves as backup for Medical Director’s administrative support staff.
• Monitors Kronos timecards for senior management staff who report to the CEO. .
Works with timekeepers for missing data as required.
• Other duties as assigned.
• Works closely with abuse investigators in managing the abuse/neglect allegation
process. Reviews allegations from staff, clients or family members and initiates the
investigation process. Manages associated deadlines, and keeps the Director
advised if the facility is at risk of missing a deadline.
• Serves as the Director’s liaison to CO, DSS, dLCV, family members and others as
identified in DI 201.
• Works with senior management staff to ensure follow-up actions such as
disciplinary and/or corrective measures identified as a result of patient
abuse/neglect investigations are implemented in a timely manner.
• Independently prepares quarterly LHRC client abuse/neglect report.
• Manages phone calls.
• Coordinates ordering supplies and processing travel requests and reimbursements.
Minimum Qualifications
• Proficiency using software programs including Outlook, Microsoft Office Suite, and
Teams.
• Experiencing managing highly confidential and sensitive information.
• Experience supporting multiple projects simultaneously and tracking deadlines.
• Experience drafting, editing and proofreading internal/external communications.
• Experience streamlining administrative processes and introducing efficiency tools.
Additional Considerations
• Administrative experience in a Health and Human Service field, with significant exposure
to consumers, official agents, inspectors, and government officials.
• Comfort with handling performance metrics, dashboards, or compiling reports.
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
DBHDS is a healthcare organization and must comply with the federal Centers for Medicare and Medicaid Services (federal CMS) guidance on Omnibus COVID-19 Health Care staff Vaccination Regulation which requires vaccination of all employees or an exemption. A job offer of employment is contingent upon the candidate meeting these guidelines as a condition of employment.
***Any and all qualifications that you have must be represented in your application/resume as verifiable work experience.***
Contact Information
Name: Human Resources Department
Phone: 804-524-7111
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.