Title: Executive Administrative Assistant

State Role Title: Admin and Office Spec III

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

This position is required to provide advanced administrative/secretarial support to the Chief Nurse Officer. The incumbent must solve administrative problems related to office policies, procedures, programmatic requirements, and problems that are identified by external review bodies, other organizations, and consultants as well as the public. In addition, the incumbent must assure that all supplies are present and operating to support the CNO office. Requires the exercise of independent judgment and decision making, involving the application & interpretation of policies/procedures of the Nursing Department. Responsible for ensuring all actions are handled in a timely, confidential, and professional manner. Interprets policies, procedures, and guidelines. Assures compliance with external regulatory agencies rules and regulations including the licensing boards.

Minimum Qualifications

•Ability to work independently and problem solve and use sound judgement to make decisions.
•Ability to work under pressure and meet deadlines.
•Ability to organize and carry out clerical and administrative support tasks, including document preparation, filing, etc.
•Experience with Microsoft Office and database applications (e.g., Microsoft software incl. 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 relationships with staff.
•Ability to organize and prioritize tasks, including the ability to successfully manage multiple projects simultaneously.
•Ability to maintain high level of confidentiality, learn and be guided by privacy regulations (e.g., HIPAA), and to treat confidential and personal information with sensitivity and responsibility.
•Ability to work comfortably in a fast-paced and high-stress environment.

Additional Considerations

Experience in an Administrative support role to a manager or supervisor- preferably in a healthcare setting.
Microsoft Office / Suite experience.
Experience with Kronos and UKG.
Experience with PageUp.

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.