Admin. Assistant

Title: Admin. Assistant

State Role Title: Admin and Office Spec III

Hiring Range: Commensurate based on experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Western State Hospital

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

Recruitment Type: General Public - G

Job Duties

Location: Western State Hospital
103 Valley Center Drive, Staunton, VA 24401.

Who We Are
Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), has been a leader in psychiatric treatment since 1828. WSH is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley. Just 30 minutes from vibrant university towns, our hospital serves adults with serious mental health needs and is nationally recognized for our Psychosocial Rehabilitation “Learning” programs.

WSH provides a modern clinical setting and a therapeutic environment for patients, supported by highly qualified staff. Employees also enjoy the beauty and tranquility of the Shenandoah Valley, with nearby cities such as Charlottesville and Harrisonburg offering dining, entertainment, and outdoor activities, making Staunton an attractive place to live and work.

Position Overview:
Western State Hospital is seeking a full time Admin. Assistant to provide comprehensive administrative and secretarial support to the Chief Medical Officer, under the direction of the Medical Staff Coordinator, to ensure efficient management of clinical services at WSH and compliance with Joint Commission Medical Staff Standards.

Key Responsibilities:
- Support the Chief Medical Officer and the medical department in daily office operations
- Perform a wide range of clerical, administrative, and office functions
- Administer and coordinate the credentialing and privileging process for medical staff, including applications and reappointments
- Coordinate admission office schedules, OD coverage, and P-14 OD coverage for medical staff
- Manage employee timekeeping and leave reporting, ensuring accurate and timely time and attendance tracking for the entire medical services department—including psychiatrists, psychiatric mental health nurse practitioners, primary care physicians, family nurse practitioners, physician assistants, and nocturnists—in compliance with hospital policies and state/federal regulations.
- Provide backup support for the Administrative Assistant as needed

Benefits Include:
- health, vision, and dental insurance
- life insurance
- paid time off
- sick time
- family/personal time
- retirement with cash match

Minimum Qualifications

- Experience using MS Office Suite (Word, Excel, Outlook)
- Experience and/or education that would provide an individual with the necessary KSAs
- Strong data entry, typing, and general clerical skills
- Knowledge of payroll timekeeping requirements and basic office procedures
- Knowledge and experience with scheduling
- Ability to use automated timekeeping systems such as Kronos/UKG or similar
- Strong attention to detail and accuracy in handling high-volume data
- Ability to follow written and verbal instructions and communicate clearly with staff and supervisors
- Ability to maintain confidentiality and handle sensitive information appropriately
- Comfortable using standard office equipment (copiers, fax machines, etc.)
- Ability to perform basic math to verify timekeeping accuracy
- Strong organizational and reasoning skills

Additional Considerations

- High School graduate and/or equivalency
- Business School graduate or bachelor's degree
- Previous experience in Credentialling and Privileging
- Bilingual
- Veteran or veteran spouse

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.

Application Requirements: Applications and résumés 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 résumé. Please ensure you clearly and specifically detail all relevant work experien