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

Recruitment Type: General Public - G

Job Duties

***Any and all qualifications that you have must be represented in your application/resume as verifiable work experience.***

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 hiring for a Full-Time Executive Assistant. This position will serve as main assistant to the Chief Operations Officer and the Chief Quality and Risk Management Officer. This position will be responsible for maintaining master project trackers, coordinating communications between operations, clinical, and compliance teams, support emergency management or safety initiatives, Help prepare enterprise‑level dashboards: operations, quality, safety, patient experience and Manage confidential info on incidents, corrective actions, and executive decisions particularly as they pertain to DI201 investigations, regulatory policies and statutes for Joint Commission, Medicare and Medicaid. Additionally will track compliance related information to ensure deadlines are met.

Job Duties:
- Serves as the primary assistant to the Chief Operations Officer and Chief Quality Officer.
- Maintains a task list for all deadlines, with timely follow-up and completion, initiating proactive
measures where deadlines are not met to facilitate a timely closure for said tasks by those
responsible for delivery to the Chief Operations Officer and Chief Quality Officer as needed.
- Initiates administrative leave requests, makes travel arrangements, and completes travel
reimbursement forms for travel by the Chief Operations Officer and Chief Quality Officer and
other administrative personnel as needed.
- Disburse and disseminate administrative leave forms after final approval ensuring that
required signatures are present.
- Maintains files ensuring that the confidentiality of material is protected and all information is
readily retrievable.
- Manages the electronic calendar for the Chief Operations Officer and Chief Quality Officer,
ensuring that all meetings and deadlines are met.
- Answers incoming calls and receives visitors, answers their requests and/or directs them to
the appropriate officer or personnel.
- Acts as liaison between departments to problem solve and trouble shoot items without the
direct interaction of the Chief Operations Officer or Chief Quality Officer as required.
- Prioritizes work to ensure that deadlines are met on time.
- Serves as back up for entering confidential investigation information into the state system
CHRIS; tracks and ensures investigation correspondence is completed and distributed using
established guidelines.
- Creates correspondence for the Chief Operations Officer, and Chief Quality Officer based on
documentation received or mail and other correspondence received in this office.
- Assists in the role of and mentors any other Executive Secretary as needed or assigned.
- Opens and sorts all incoming mail for Administration; determines proper distribution and
ensures that all necessary replies are made in a timely manner.
- Develops and maintains databases to track assignments and improve efficiency throughout
the Hospital.
- Interacts and serves as a liaison to Hospital and Central Office staff and members of the public
routinely to rece