Job Description
Title: Administrative Assistant - Medical Affairs
State Role Title: 19013
Hiring Range: $33,828 - $69,475; Salary to Commensurate with Experience
Pay Band: 3
Agency: Dept Behavioral Health/Develop
Location: Central State Hospital
Agency Website: 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.
Central State Hospital is recruiting for an Administrative Assistant for our Medical Affairs department to provide high-level administrative and clinical support to the Hospital Medical Director and the Office of Medical Affairs/Medical Staff Organization. This role is responsible for coordinating and managing medical staff credentialing and privileging processes, monitoring medical services contracts, initiating and approving purchase requests, tracking training compliance, managing leave and travel documentation, and converting credentialing files to electronic format while ensuring strict confidentiality. The Administrative Assistant serves as a key liaison across departments, coordinates psychiatric residency, fellowship, and student rotations, develops on-call and coverage schedules, and supports quality management activities including FPPE and OPPE. Additionally, this position schedules and supports Medical Staff and committee meetings, prepares agendas, records minutes, and follows up on action items, while promoting recovery principles, patient safety goals, and the hospital's mission through professionalism, empathy, accountability, and a collaborative, respectful work ethic.
Knowledge, Skills, and Abilities Required to Successfully Perform the Job:
- Progressive experience with Joint Commission standards related to Medical Staff Credentialing and Privileging.
- Skill in data tracking, analysis, and reporting to support credentialing, privileging, quality management, and compliance decisions.
- Ability to interpret and apply policies, bylaws, and regulatory requirements consistently and accurately.
- Skill in written and verbal communication, including preparation of agendas, reports, official meeting minutes, and professional interaction with medical staff, leadership, and external partners.
- Ability to establish and maintain effective working relationships and provide courteous, professional service to internal and external stakeholders.
- Ability to exercise sound judgment and discretion when handling sensitive or confidential information.
- Skill in maintaining accurate, complete, and confidential records, including credentialing, privileging, peer review, and quality management documentation.
- Skill in planning, organizing, and coordinating complex administrative and clinical support functions while meeting regulatory and operational deadlines.
- Ability to adapt to changing priorities, regulations, and operational needs in a regulated healthcare environment.
- Ability to demonstrate professionalism, reliability, and accountability, including timely completion of required training and assigned responsibilities.
Minimum Qualifications - Experience providing administrative support in a healthcare, hospital, or behavioral health setting.
- Experience using Microsoft Office applications (including Word, Excel, Outlook, and PowerPoint) to create documents, manage data, schedule meetings, and communicate professionally.
- Experience maintaining confidential records and handling sensitive information in compliance with privacy requirements.
- Experience organizing meetings, preparing agendas, and recording minutes.
- Demonstrated ability to communicate effectively in writing and verbally with professional staff and leadership.
- Ability to manage multiple priorities, meet deadlines, and work independently.
Additional Considerations - Current knowledge and skills in medical transcription preferred.
- Experience in managing projects in a medical executive setting preferred.
- Working knowledge and experience in medical contract services and credentialing/privileging preferred.
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 detail all relevant work experience clearly and specifically; we will not make assumptions about your qualifications.
Applications/résumés will begin to be reviewed within five (5) days of the posting date.
Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.
Under Virginia Code §§ 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.
Reasonable Accommodations: Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at [click to reveal phone number](804) 524-7111 during business hours (8:00 a.m. to 5:00 p.m.).
Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.
Veteran Preference: DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We highly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply and respond accordingly on the state application.
Benefits: DBHDS offers a comprehensive benefits package, including your choice of health plans, paid life insurance, retirement plans, 13 paid holidays, annual leave, family personal leave, sick leave, employee discount programs, and more!
Contact Information Name: Human Resources
Phone: [click to reveal phone number]1-804-524-7111
Email: [click to reveal email address]
[email protected] 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
Job Tags
Full time, Contract work, Work experience placement, Work at office, Local area,