Executive Assistant

Executive Assistant

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:

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.
• Authorship, development, management and maintenance of desk files for all departments reporting to the Chief Operations Officer, and Chief Quality Officer.
• 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 rsum 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 rsums 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 rsum. Please ensure you detail all relevant work experience clearly and specifically; we will not make assumptions about your qualifications. Applications/rsums 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