What are the responsibilities and job description for the Executive Assistant position at Dept Behavioral Health/Develop?
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
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
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,
- Maintains electronic and manual filing systems, including confidential and personnel files.
- Develops and maintains databases to track assignments and improve efficiency throughout the
- Interacts and serves as the Director’s liaison to Hospital and Central Office staff and members of
- Explains and interprets departmental policies and procedures.
- Maintains the CEO’s calendar
- Responsible for the Executive Leadership Team and Leadership Team minutes, agendas, and
- 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
- Other duties as assigned.
- Works closely with abuse investigators in managing the abuse/neglect allegation process. Reviews
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
- Works with senior management staff to ensure follow-up actions such as disciplinary and/or
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
19. 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.
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer
