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.

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.

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.
• Experience streamlining administrative processes and introducing efficiency tools.

Additional Considerations

• Administrative experience in a Health and Human Service field, with significant exposure
to consumers, official agents, inspectors, and government officials.
• Comfort with handling performance metrics, dashboards, or compiling reports.