Title: Executive Assistant

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $55,453- $68,000 commensurate with experience

Pay Band: 4

Agency: Dept of Health Professions

Location: Dept of Health Professions

Agency Website: www.dhp.virginia.gov

Recruitment Type: General Public - G

Job Duties

A satisfying and rewarding employment opportunity awaits you at the Virginia Department of Health Professions!

The Virginia Department of Health Profession's (DHP) mission is to ensure safe and competent patient care by licensing health professionals, enforcing standards of practice, and providing information to health care practitioners and the public.


This position performs executive assistant level administrative support functions and coordination for the Executive Director of the Board of Dentistry by: independently managing daily Board operations and activities; making all arrangements for Board meetings, formal hearings and public hearings; communicating with Board members; preparing travel authorization requests and travel reimbursement vouchers; preparing meeting notices, preparing agendas and meeting materials; posting public information on the Board's web page and Town Hall; responding to Board emails; telephone inquiries and walk-in customers. Manages contract files and reimbursement for expert witnesses. Manages records retention and disposition. Responsible for processing FOIA requests. Oversees special projects.
This position handles confidential and sensitive information on a routine basis and interacts with outside agencies and entities on behalf of the Board. Oversees respondents' compliance with Board Orders and maintains compliance records.

Minimum Qualifications

• Considerable demonstrative knowledge of administrative functions and processes within an office.
• Demonstrated ability to organize and prioritize workflow to accomplish duties in a timely manner.
• Considerable demonstrative knowledge of oral and written communication skills.
• Demonstrated ability to prepare and proofread with close attention to detail routine correspondence, agendas, meeting minutes and a variety of reports.
• Considerable demonstrated ability to work with spreadsheets, formulas and graphs to prepare reports.
• Considerable knowledge of office procedures and practices, including file maintenance.
• Considerable demonstrative ability to problem solve and research relevant documentation to ensure quality service.
• Demonstrated proficiency in word processing, database management systems, grammar and punctuation standards.
• Demonstrated skill in using Microsoft Office Suite (products).
• Demonstrated ability to handle multiple projects and tasks.
• Demonstrated knowledge of the Freedom of Information Act (FOIA).
• Demonstrated knowledge of the Library of Virginia's Record Retention requirements.
• Demonstrated ability to handle confidential information.
• Considerable demonstrated ability with financial business practices and procurement procedures.

Additional Considerations

• Demonstrated experience working with minimal supervision in a fast-paced customer/public focused service environment.
• Knowledge of various office systems, including licensing data base systems such as MLO, state travel guidelines, Administrative Process Act (APA), laws/regulations governing health professionals and working with public in a fast-paced environment. Considerable experience in a regulatory environment

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.

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.

DHP accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history and duties/responsibilities which indicates your qualifications for this position. Please be as detailed as possible in your application. Assumptions will not be made regarding your experience.

· As an employee of this agency, you are required to review and sign the Department's Confidentiality Statement, which will be retained in your personnel file.
· As an employee of this agency, you are required to review and sign the Agency's Code of Ethics, which will be retained in your personnel file.
· As an employee of this agency, you are required to successfully complete computer systems security training prescribed by this agency and in accordance with the Virginia Information Technologies Agency (VITA). Successful completion of initial training and any subsequent updates is a condition of employment.”
A criminal background is required for this position.

Contact Information

Name: Human Resources

Phone: 000-000-0000

Email: recruitment@dhp.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.