Administrative Assistant

Title: Administrative Assistant

State Role Title: 19013

Hiring Range: Salary to commensurate with experience

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

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 2026.

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 Include:
Administrative and Clinical Support:
- Provides assistance to the Hospital Medical Director in areas of general administrative and clinical responsibilities, and management of the Office of Medical Affairs/Med Staff Organization.
- Initiates and approves requests for purchases for the Medical Staff.
- Monitors the performance of medical services contracts, reviews and addresses complaints or scheduling issues.
- Serves as a liaison for Medical Affairs in areas supervised by the Hospital Medical Director, attends and participates in meetings, as needed.
- Coordinates and tracks psychiatric residency, fellowship, medical student and NP/PA student orientation and rotations between CSH and other institutions.
- Assists the timekeeper by managing the documentation of leave and travel for Medical Staff and clinical department heads.
- Tracks and coordinates departmental training compliance.
- Completes training class for Therapeutic Options and provides training to staff as needed at least quarterly.
- Converts Med Staff credentialing files to electronic/digital format.

Medical Staff Organization:
- Coordinates approval process between Medical Affairs and other Departments for policy and procedural changes.
- Administers a thorough and timely credentialing and privileging process for Med Staff including the tracking of appointments, reappointments, licensure actions, and DEA certification.
- Maintains subscription services for NPDB, AMA Profile Service, ECFMG, etc. required for credentialing.
- Management and facilitation of Med Staff Credentialing and Privileging by reviewing individual practitioner files prior to presentation to Medical Director, Credentialing Committee, MEC and final approval by the Governing Body. - - ----- Ensures the security and confidentiality of files pertaining to credentialing/privileging, peer reviews, and individual supervision.
- Compiles and maintains individual Med Staff QM data for FPPE and OPPE to support clinical privilege determinations.
- Develops a monthly schedule for 24 hour on-call (MOD) coverage and treatment mall lunchtime coverage for the facility.
- Participates in Med Staff meetings, provides information, records minutes, and follows through on committee actions.
- Schedules meetings, notifies members and other invitees, drafts meeting agenda, assures timely meeting preparation, attends and takes meaningful minutes for MEC, GBMS, Morbidity/Mortality Committee, ASP and OSP and other meetings as requested by Medical Director.

Minimum Qualifications

Minimum Qualifications:
- Executive level administrative experience required.
- Experience in hospital-based office administration is also required.
- Experience in medical staff support required.


KSA's Required to Perform the Job:
- Progressive experience with Joint Commission standards related to Medical Staff Credentialing and Privileging.
- Excellent communication and interpersonal skills for collaboration with individuals internal and external to the organization and to work cooperatively with diverse cultural and ethnic groups. Must exercise