Executive Assistant

Title: Executive Assistant State Role Title: 19013 Hiring Range: Salary up to $54,035.00 Pay Band: 3 Agency: Dept Behavioral Health/Development Location: Central State Hospital Agency Website: Recruitment Type: General Public - G Job Duties Central State Hospital (CSH) is a 277‑bed Joint Commission accredited psychiatric inpatient facility located in Petersburg, Virginia. CSH serves as the state’s only maximum‑security treatment facility and offers a range of evidence‑based therapies, vocational training, and court preparation services. The Executive Assistant position is full‑time and reports to both the Chief Operations Officer and the Chief Quality and Risk Management Officer. Serve as the primary assistant to the Chief Operations Officer and Chief Quality Officer. Maintain a task list for all deadlines, with timely follow‑up and completion, and initiate proactive measures when deadlines are not met to ensure timely task closure for the Chief Operations Officer and Chief Quality Officer. Initiate administrative leave requests, coordinate travel arrangements, and complete travel reimbursement forms for the Chief Operations Officer, Chief Quality Officer, and other administrative personnel. Disburse and disseminate administrative leave forms after final approval, ensuring required signatures are present. Maintain files, ensuring confidentiality of material and that information is readily retrievable. Manage the electronic calendar for the Chief Operations Officer and Chief Quality Officer, ensuring that all meetings and deadlines are met. Answer incoming calls and welcome visitors, addressing their requests or directing them to the appropriate officer or personnel. Act as liaison between departments to problem‑solve and troubleshoot items without the direct interaction of the Chief Operations Officer or Chief Quality Officer as required. Prioritize work to ensure that deadlines are met on time. Serve as backup for entering confidential investigation information into the CHRIS state system, tracking and ensuring that investigation correspondence is completed and distributed according to established guidelines. Create correspondence for the Chief Operations Officer and Chief Quality Officer based on documentation received or mail and other correspondence received in this office. Assist in mentoring any other Executive Secretary as needed or assigned. Open and sort all incoming mail for Administration, determine proper distribution, and ensure all necessary replies are made in a timely manner. Develop and maintain databases to track assignments and improve efficiency throughout the Hospital. Interact and serve as liaison to Hospital and Central Office staff and members of the public routinely to receive or communicate information. Explain and interpret departmental policies and procedures. Monitor Kronos timecards for senior management staff who report to QRM and COO, and work with timekeepers for missing data as required. In the absence of the Chief Operations Officer or Chief Quality Officer, take actions to assure that 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. Create and update reports, correspondence, dashboard updates, and spreadsheet summaries to reflect hospital data accurately. Manage and maintain required documentation to ensure ongoing compliance with Joint Commission and CMS standards. Ensure compliance‑related documents are current, accurate, and readily available for surveys, audits, and regulatory review. Coordinate document updates and version control in alignment with regulatory and organizational requirements. Update and maintain the Quality & Risk (Q&R) Teams channel with relevant compliance information, resources, deadlines, and status updates to support transparency and preparedness. Maintain Committee Operations list by tracking 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 manner, making 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 timely reviews and revisions are made in PowerDMS. Update system of connection for policies, Emergency Operations Plan, hospital forms, and committee charters within PowerDMS. Provide technical assistance for PowerDMS and policy, working closely with abuse investigators in managing the abuse/neglect allegation process, reviewing allegations from staff, clients, or family members, initiating investigation processes, managing associated deadlines, and keeping the Director advised if the facility is at risk of missing a deadline. Serve as Quality Director’s liaison to CO, DSS, DLCV, family members, and others as identified in DI 201. Work 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 Experience as an Executive Assistant, including letter composition, transcription, electronic filing protocols, Microsoft 365, Teams, SharePoint, and use of automated office equipment in an administrative hospital setting. Advanced knowledge of Excel, including updating existing databases and dashboards. Experience monitoring deadlines and compliance‑related issues. Additional Considerations Knowledge of emergency planning and maintaining documentation. Benefits Health plans of the employee’s choice. Paid life insurance. Retirement plans. 13 paid holidays. Annual leave. Family personal leave. Sick leave. Employee discount programs and more. 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. 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 View phone number on click.appcast.io during business hours (8:00 a.m. to 5:00 p.m.). Contact Information Name: Human Resources Department Phone: View phone number on click.appcast.io Email: View email address on click.appcast.io Application Process Applications and resumes 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 resume. Please ensure you detail all relevant work experience clearly and specifically. Applications will 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 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. Legal Notice 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. #J-18808-Ljbffr