Title: Clinical Admin Support Associate

State Role Title: Office and Administrative Support Occupations

Hiring Range: Commensurate with Experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Comm Ctr for Child & Adoles

Agency Website: https://dbhds.virginia.gov/facilities/ccca/

Recruitment Type: General Public - G

Job Duties

Provides comprehensive administrative support to the Director’s Office and, as needed, extends support across key operational areas including the Information Center, Nursing, Medical Staff Executive Committee, Quality Management, Risk Management, and Health Information Management (HIM).
This role also serves as a central point of coordination for supply and inventory oversight, ensuring timely ordering, tracking, and distribution of patient care items across all units. Responsibilities include managing supply requests through Western State Hospital (WSH), maintaining appropriate inventory levels (including patient clothing, food, and essential care items), and supporting individualized patient needs through thoughtful and responsive ordering.

Minimum Qualifications

- High school graduate or equivalent
- Experience in an administrative support role to a manager or supervisor
- Ability to organize and carry out clerical and administrative support tasks, including document preparation, filing, etc.
- Experience with Microsoft Office and database applications (Word, Excel, etc.)
- Ability to interact with others in person and by phone in a patient, courteous, organized, and efficient manner; skills in establishing and maintaining effective working relationship with staff
- Ability to organize and prioritize tasks, including the ability to successfully manage multiple projects simultaneously
- Ability to maintain confidentiality, learn and be guided by privacy regulations (e.g. HIPAA) and to treat confidential and personal information with sensitivity and responsibility
- The ideal candidate must be highly adaptable, organized, and responsive, with the ability to shift priorities quickly in a fast-paced healthcare environment while maintaining strong attention to detail.

Additional Considerations

- Experience in an administrative support role to a manager or supervisor in a health care setting
- Some college coursework
-English; Bilingual
-Veteran

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.

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 (540)332-8056 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: John Lee

Phone: 540-290-7795

Email: john.lee@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.