Title: Administrative & Office Specialist III

State Role Title: Admin and Office Spec III

Hiring Range: Commensurate with experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Catawba Hospital

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

Recruitment Type:

Job Duties

Manages Services of the Chief Medical Officer

• Provides secretarial/clerical support for the Chief Medical Officer, by maintaining daily agenda, scheduling appointments/ meetings, calendar organization and triage of incoming information (telephone calls, mail, etc.).
• Performs composition/preparation of letters, memos and reports.
• Assists medical staff in areas of staff/committee meetings, education, special projects, Central Office liaison, community liaison and travel arrangements and reimbursement of travel expenses.
• Handles special projects as assigned by the Chief Medical Officer, (i.e. preparing agenda for visitors from Central Office, other facilities or areas); as well as Quality/Risk Management assignments that might relate to Medical and Clinical Staff – e.g., credentialing/privileging/FPPE/OPPE under the direction of the Chief Quality/Risk Management Officer.
• Acts as liaison with families, clinicians, community, Central Office, other hospitals and Catawba Hospital administrators, clinicians, departments and clerical support staff.
• Provides back-up secretarial support to the Chief Executive Officer, Chief Clinical Officer, Chief Quality/Risk Management Officer, and Chief Operating Officer as necessary.
• Provides back-up secretarial support to the Director of Forensics/Psychology as necessary
• Schedules orientation, housing/office issues as necessary for Locum Tenens/P-14s and maintain files.

Coordinates Medical Staff/Clinical/and other Meetings
• Responsible for coordinating, developing and preparing agenda, attendance logs and packets for monthly Medical Executive Staff Meetings to include General Staff, Peer Review, Morbidity & Mortality, Pharmacy and Therapeutics and Antibiotic Stewardship, Clinical Operations, Infection Control, Recovery and Engagement, and Recruitment and Retention. Attends all staff meetings as listed, for the purpose of documenting complete, timely and appropriate minutes.
• Responsible for arrangements to provide coverage for above meetings in absence.
• Ensures standards are met for The Joint Commission as it relates to Ongoing and Focused Professional Practice Evaluation Planning (OPPE/FPPE).
Coordinates Medical Education Program
• Responsible for maintaining the annual education rotation schedule.
• Responsible for communicating with students and residents regarding rotation.
• Responsible for creating and maintaining the student lecture and activity calendar.
• Responsible for coordinating the student/resident arrival on campus, training, orientation, housing, and rotation completion amongst various departments.
Office Management/ Calendar Management
• Opens and sorts all incoming mail for the Chief Medical Officer and Chief Clinical Officer and ensures timely distribution. Determines proper distribution and ensures that all necessary replies are made in a timely manner.
• Maintains a task list of work requirements and monitors assignments to ensure that all deadlines are met
• Maintains office files ensuring that the confidentiality of material is protected and all information is readily retrievable. Purges and/or archives files for the Chief of Staff’s offices based on the date of the material in the files.
• Receives telephone calls, determines priority of the subject matter, and takes action to ensure that the caller’s message or question is addressed in a timely manner.
• Manages the appointment calendars and travel arrangements of the Chief Medical Officer, ensuring any required follow-up is completed in a timely manner.
• Will assist other members of the Administration/Medical Services Departments with travel arrangements, as needed.
• Uses good judgment in selecting meetings that can be moved when the schedule must be rearranged.
Timekeeping / Coordinates Correspondence and Report Preparation
• Serves as timekeeper the Medical Services Department, including MOD’s & Locum Tenens, and various others by maintaining KRONOS timecards as required.
• Serves as back-up timekeeper during the absence of other timekeepers as assigned. Prepares correspondence independently and/or on the basis of discussions with the Chief of Staff and Medical Education Director.
• Creates correspondence in response to requests from outside sources as well as state agencies.
• Ensures that correspondence is completed and distributed using established guidelines. • Maintains office procedures manual to ensure smooth operations during his/her absence.

Coordination of MOD (Medical Officer of the day) Staffing/Cross Coverage
• Develop and maintain back-up system for MOD. Arranges cross-coverage, e.g. should MOD call in “sick.”
• Manage recruitment efforts & follow through with credentialing/orientation process and required paperwork of MODs
• Communicates independently, both verbally and in writing, with MODs support to other administrative services components to maintain work schedule.
• Schedule Orientation
• Assure 07:30-8:30 weekday coverage by attending physicians and consistency with physicians’ leave schedules
• Coordinate communications with MODs from other staff as assigned

Policies & Procedures
• Monitors and ensures reviews/revisions are performed to Medical Services, Pharmacy, Infection Control and Laboratory Policies and Procedures bi-annually, coordination with the Chief Medical Officer, Pharmacy, Infection Control and/or designee to ensure review of hospital policies and procedures; coordinates revisions to Medical Staff Bylaws, Rules and Regulations

Liaison Duties
• Assists medical staff in areas of staff/committee meetings, education, special projects, Central Office liaison, community liaison and travel.
• Provides backup to the Medical Education Program as needed.
• Serves as backup to coordinate, develop and prepare Executive Leadership Team meeting agenda packets, and attend meetings for the purpose of documenting minutes as necessary.

Credentialing Duties
• Ensures standards are met for The Joint Commission as it relates to Ongoing and Focused Professional Practice Evaluation Planning (OPPE/FPPE).
• Assists in the credentialing of physicians as part of the appointment and reappointment process. Maintains effective system for tracking reappointment due dates and coordinates the credential verification and committee appointment process.

Quality Management Duties
• Assist Chief Quality/Risk Management Officer in areas of staff/committee meetings and special projects.
• Assists in the documentation of OPPE and FPPE practitioner evaluations.
• Coordinates and records quarterly Infection Control Committee Meetings

Rental Property Management Duties
• Manage rental property contract initiation, termination, and renewal.
• Serve as primary contact for employees who are renting CH property.
• Manage communications with renters.

Minimum Qualifications

Skills, Abilities (KSA) and or Competencies required to successfully perform the work (attach Competency Model, if applicable): Utilizes knowledge of the use of office automation including computer and related software as evidenced by preparation of letters, reports, meeting minutes and other documents. Demonstrates knowledge of office management and procedures; good typing, transcription and clerical skills; ability to communicate well orally and in writing, particularly in composing correspondence and minutes; good organizational skills, word processing skills; computer skills; ability to work effectively with others and with a minimum of supervision; ability to problem solve; knowledge of medical terminology; ability to maintain confidentiality and high ethical standards; ability to manage/track multiple tasks; knowledge of applicable hospital, state and federal regulations/policies. Aptitude to compose correspondence using good grammar skills. Ability to deal effectively with public officials and executives of public and private agencies. Able to function in a stressful environment with frequent interruptions.

Additional Considerations

• High school graduate (or equivalent) with secretarial training/experience including typing, filing, computer skills, transcription and general office procedures.
• Use of Computer Applications
• Previous secretarial experience in similar work environment preferred, or a combination of experience and education.

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.

(Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 540-375-4211 for assistance. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY)

Contact Information

Name: Austin Grasty

Phone: 540-375-4368

Email: austin.grasty@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.