Executive Assistant

Title: Executive Assistant

State Role Title: 19221

Hiring Range: Salary to commensurate with experience

Pay Band: 4

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

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

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 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 currently recruiting for an Executive Assistant to provide administrative support

to the facility director and act as a liaison between the CEOs office and internal/external customers. To

manage the administrative aspects of investigations conducted pursuant to DI 201.

Job Duties:

• Reviews incoming items (including directives from Central Office). Independently makes
  
  

assignments to senior management staff, setting deadlines as necessary. Follows up with appropriate

staff to ensure that assignments are understood and deadlines are adhered to.

• Reviews correspondence drafted for the Director’s signature to ensure it addresses issues correctly,
  
  

is grammatically correct, and reflects positively on the Director’s office.

• Maintains electronic and manual filing systems, including confidential and personnel files.
• Develops and maintains databases to track assignments and improve efficiency throughout the
  
  

Hospital.

• Interacts and serves as the Director’s liaison to Hospital and Central Office staff and members of
  
  

the public routinely to receive or communicate information.

• Explains and interprets departmental policies and procedures.
• Maintains the CEO’s calendar
• Responsible for the Executive Leadership Team and Leadership Team minutes, agendas, and
  
  

tracking of reports and due dates

• Coordinate travel arrangements
• Coordinate visits (Central Office, TJC) and special conferences/activities
• Requests, receives and organizes tickler information to include draft presentation materials, etc.
• Serves as backup for Medical Director’s administrative support staff.
• Monitors Kronos timecards for senior management staff who report to the CEO. Works with
  
  

timekeepers for missing data as required.

• Other duties as assigned.
• 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 the 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.

• Independently prepares quarterly LHRC client abuse/neglect report.
• Manages phone calls.
• Coordinates ordering supplies and processing travel requests and reimbursements
  
  

Minimum Qualifications

• Proficiency using software programs including Outlook, Microsoft Office Suite, and Teams
• Experiencing managing highly confidential and sensitive information
• Experience supporting multiple projects simultaneously and tracking deadlines
• Experience drafting, editing and proofreading internal/external communications on behalf of executives
• Experience streamlining administrative processes and introducing efficiency tools
• Experience preparing agendas, minutes and follow-up items for board or leadership meetings
  
  

KSA's Required To Successfully Perform The Job:

• Independence
• Flexibility
• Ability to work diplomatically with all levels of staff, leadership, and external stakeholders
• Fluent in Outlook, Microsoft Office Suite, and Teams
• Ability to maintain professionalism and composure
• Organizational skills
• Time management skills
• Verbal and written communication skills
• Attention to detail
• Discretion and confidentiality
• Knowledge of complex calendar coordination, meeting logistics, and executive scheduling
• Ability to think ahead and prepare materials, talking points, or logistics before being asked
• Ability to represent leadership with professionalism and build trust with internal/external partners
  
  

Additional Considerations

• Significant prior executive level administrative experience
• Administrative experience in a Health and Human Service field, with significant exposure to consumers, official agents, inspectors, and government officials
• Familiarity with medical/psychiatric terminology, HIPAA and clinical workflows
• Comfort with handling performance metrics, dashboards, or compiling reports
  
  

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.

Central State Hospital only accepts online applications via RMS. Resumes and other documents may

accompany the application but will not serve as a substitute for an application. Faxed, e-mailed or mailed

applications will not be accepted. Please refer to your RMS account for the status of your application and

this position. This posting will remain open for a minimum of five (5) business days.

An extensive criminal history background investigation, not limited to employment references, drug

testing and E-Verify will be conducted.

Central State Hospital offers a comprehensive benefit package to include your choice of four health

insurance plans, paid life insurance and retirement plans, 12 paid holidays, annual and sick leave.

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
• 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 (804) 524-7111

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: Human Resource 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.