Title: Executive Assistant

State Role Title:19013

Hiring Range: Salary up to $54,035.00

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

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

Recruitment Type: General Public - G

Job Duties

***Any and all qualifications that you have must be represented in your application/resume as verifiable work experience.***

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, with a scheduled completion date of 2027.

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.

Central State Hospital is hiring for a Full-Time Executive Assistant. This position will serve as main assistant to the Chief Operations Officer and the Chief Quality and Risk Management Officer. This position will be responsible for maintaining master project trackers, coordinating communications between operations, clinical, and compliance teams, support emergency management or safety initiatives, Help prepare enterprise‑level dashboards: operations, quality, safety, patient experience and Manage confidential info on incidents, corrective actions, and executive decisions particularly as they pertain to DI201 investigations, regulatory policies and statutes for Joint Commission, Medicare and Medicaid. Additionally will track compliance related information to ensure deadlines are met.

Job Duties:
- Serves as the primary assistant to the Chief Operations Officer and Chief Quality Officer.
- Maintains a task list for all deadlines, with timely follow-up and completion, initiating proactive
measures where deadlines are not met to facilitate a timely closure for said tasks by those
responsible for delivery to the Chief Operations Officer and Chief Quality Officer as needed.
- Initiates administrative leave requests, makes travel arrangements, and completes travel
reimbursement forms for travel by the Chief Operations Officer and Chief Quality Officer and
other administrative personnel as needed.
- Disburse and disseminate administrative leave forms after final approval ensuring that
required signatures are present.
- Maintains files ensuring that the confidentiality of material is protected and all information is
readily retrievable.
- Manages the electronic calendar for the Chief Operations Officer and Chief Quality Officer,
ensuring that all meetings and deadlines are met.
- Answers incoming calls and receives visitors, answers their requests and/or directs them to the
appropriate officer or personnel.
- Acts as liaison between departments to problem solve and trouble shoot items without the
direct interaction of the Chief Operations Officer or Chief Quality Officer as required.
- Prioritizes work to ensure that deadlines are met on time.
- Serves as back up for entering confidential investigation information into the state system
CHRIS; tracks and ensures investigation correspondence is completed and distributed using
established guidelines.
- Creates correspondence for the Chief Operations Officer, and Chief Quality Officer based on
documentation received or mail and other correspondence received in this office.
- Assists in the role of and mentors any other Executive Secretary as needed or assigned.
- Opens and sorts all incoming mail for Administration; determines proper distribution and
ensures that all necessary replies are made in a timely manner.
- Develops and maintains databases to track assignments and improve efficiency throughout
the Hospital.
- Interacts and serves as a liaison to Hospital and Central Office staff and members of the public
routinely to receive or communicate information.
- Explains and interprets departmental policies and procedure.
- Monitors Kronos timecards for senior management staff who report to QRM and COO.
- Works with timekeepers for missing data as required.
- In the absence of the Chief Operations Officer, or Chief Quality Officer take actions to assure support
services are coordinated and performed in accordance with the hospital’s mission, vision and values. This
may include the direction and guidance of department heads, coordination of assignments and responses
in a manner reflective of these offices.
- Authorship, development, management and maintenance of desk files for all departments reporting to
the Chief Operations Officer, and Chief Quality Officer. These tasks shall include but are not limited to
Position Descriptions, Calendars, and Leave Calendar postings on a timely basis. Arrival of all required
reports such as DEQ reports, shall be monitored and appropriate follow-up initiated as required.
- Coordinate meetings at the hospital for special guests or outside agencies by developing a plan, assigning
tasks and responsibilities and ensuring deadlines are met, to ensure project completion.
- Provide administrative assistance to hospital departments assigned by the Chief Operations Officer, or
Chief Quality Officer.
- Creates and updates reports, correspondence, dashboard updates, spreadsheet summaries to reflect
hospital data accurately.
- Manages and maintains required documentation to ensure ongoing compliance with Joint Commission
(JC) and Centers for Medicare & Medicaid Services (CMS) standards.
- Ensures compliance-related documents are current, accurate, and readily available for surveys, audits,
and regulatory review.
- Coordinates document updates and version control in alignment with regulatory and organizational
requirements.
- Updates and maintains the Quality & Risk (Q&R) Teams Channel with relevant compliance information,
resources, deadlines, and status updates as needed to support transparency and preparedness.
- Maintains Committee Operations list by keeping track of committee members, locations, new
committees, charters, and reports annually to the Executive Leadership Committee.
- Recorder for Quality Council, Policy Committee, Hospital Emergency Management Committee and
assigned department meetings.
- Takes and transcribes minutes of meetings in a timely and accurate fashion. Makes minutes available to
committee members.
- Support the Administrative, Quality/Risk Management, Public Safety, Purchasing, Medical Records,
Emergency Management, Physical Plant Services, Security, Environmental Services and Information
Technology Policies and Procedures by ensuring that timely reviews and revisions are made in
PowerDMS.
- Updates system of connection for Policies, Emergency Operations Plan (policy, annexes, appendixes, etc.),
hospital forms, and committee charters within PowerDMS.
- Provides technical assistance for PowerDMS and policy.
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 Quality 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.

Minimum Qualifications

- Executive Assistant experience to include letter composition, transcription, electronic filing protocols,
Microsoft 360, Teams, SharePoint, and use of automated office equipment in an administrative hospital
setting.
- Advanced knowledge of Excel to include the update of existing databases and dashboards.
- Experience monitoring deadlines and compliance related issues.

Additional Considerations

- Knowledge of emergency planning and maintaining documentation

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.

Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you detail all relevant work experience clearly and specifically; we will not make assumptions about your qualifications.

Applications/résumés will begin to be reviewed within five (5) days of the posting date.

Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.

Under Virginia Code §§ 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.

Reasonable Accommodations: Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at (804) 524-7111 during business hours (8:00 a.m. to 5:00 p.m.).

Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.

Veteran Preference: DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We highly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply and respond accordingly on the state application.

Benefits: DBHDS offers a comprehensive benefits package, including your choice of health plans, paid life insurance, retirement plans, 13 paid holidays, annual leave, family personal leave, sick leave, employee discount programs, and more!

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.