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 Serve as main assistant to the Chief Operations Officer and Chief Quality and Risk Management Officer. Maintain master project trackers and coordinate communications between operations, clinical, and compliance teams. Support emergency management or safety initiatives and help prepare enterprise‑level dashboards covering operations, quality, safety, and patient experience. Manage confidential information on incidents, corrective actions, and executive decisions related to DI201 investigations, regulatory policies, and statutes for Joint Commission, Medicare, and Medicaid. Track compliance‑related information to ensure deadlines are met. Serve as the primary assistant to the COO and CQM Officer. Maintain a task list for all deadlines, follow up and complete tasks, and initiate proactive measures when deadlines are at risk. Initiate administrative leave requests, make travel arrangements, and complete travel reimbursement forms for the COO, CQM Officer, and other administrative personnel. Disburse and disseminate administrative leave forms after final approval, ensuring required signatures are present. Maintain files ensuring confidentiality and that information is readily retrievable. Manage the electronic calendar for the COO and CQM Officer, ensuring all meetings and deadlines are met. Answer incoming calls and receive visitors, addressing their requests or directing them to the appropriate officer or personnel. Act as a liaison between departments to problem‑solve and troubleshoot items without the direct interaction of the COO or CQM as required. Prioritize work to ensure deadlines are met on time. Serve as backup for entering confidential investigation information into the state system CHRIS, tracking and ensuring investigation correspondence is completed and distributed per guidelines. Create correspondence for the COO and CQM Officer based on documentation received or mail. Assist in the role of and mentor any other Executive Secretary as needed. Open and sort all incoming mail for Administration, determine proper distribution, and ensure timely replies. Develop and maintain databases to track assignments and improve efficiency throughout the hospital. Interact and serve as a liaison to hospital and central office staff and members of the public 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, working with timekeepers for missing data as required. In the absence of the COO or CQM, 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 COO and CQM 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 COO or CQM 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 (JC) and Centers for Medicare & Medicaid Services (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. Take and transcribe minutes of meetings accurately and promptly, and make 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 in PowerDMS. Update system of connection for policies, Emergency Operations Plan (policy, annexes, appendices), hospital forms, and committee charters within PowerDMS. Provide technical assistance for PowerDMS and policy. Work closely with abuse investigators in managing the abuse/neglect allegation process. Review allegations from staff, clients, or family members and initiate the investigation process. Manage associated deadlines, 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 Executive Assistant experience, including 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 (including updating existing databases and dashboards). Experience monitoring deadlines and compliance‑related issues. Additional Considerations Knowledge of emergency planning and maintaining documentation. Benefits DBHDS offers a comprehensive benefits package, including the choice of health plans, paid life insurance, retirement plans, 13 paid holidays, annual leave, family personal leave, sick leave, employee discount programs, and more. 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.). 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. Contact Information Name: Human Resources Department Phone: View phone number on click.appcast.io Email: View email address on click.appcast.io #J-18808-Ljbffr