Executive Secretary

Title: Executive Secretary

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: Commensurate with Experience

Pay Band: 4

Agency: Dept Behavioral Health/Develop

Location: Catawba Hospital

Agency Website: Catawba.dbhds.virginia.gov

Recruitment Type: General Public - G

Job Duties

Office Management:
· Serves as the primary assistant to the Chief Medical Officer and Chief Clinical Officer.
· Maintains a task/suspense list for all deadlines, with timely follow-up and completion. Initiate proactive measures where deadlines are not met to facilitate a timely closure for said tasks by those responsible for delivery to the Chief Medical Officer and Chief Clinical Officer.
· Initiates administrative leave requests, makes travel arrangements, and completes travel reimbursement forms for travel by the Chief Medical Officer and Chief Clinical Officer and other administrative personnel as needed.
· Disburse and disseminate administrative leave forms after final approval ensuring that required signatures are present.
· Maintains files for the Administrative offices of the hospital, ensuring that the confidentiality of material is protected and all information is readily retrievable.
· Manages the electronic calendar for the Chief Medical Officer and Chief Clinical 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 Medical Officer and Chief Clinical Officer as required.
· Prioritizes work to ensure that deadlines are met on time.
· Enters confidential investigation information into the state system CHRIS); tracks and ensures investigation correspondence is completed and distributed using established guidelines if the GAC I for the CEO is absent.
· Compiles and posts the Directors Bulletin weekly in an accurate and timely manner if the GAC I for the CEO is absent.
· Creates correspondence for the Chief Medical Officer and Chief Clinical Officer based on documentation received or mail and other correspondence received in this office.
· Opens and sorts all incoming mail for Administration; determines proper distribution and ensures that all necessary replies are made in a timely manner if the GAC I for the CEO is absent.

Policies & Procedures:
• Maintain the Medical Services, Pharmacy, and Infection Control Policies and Procedures by ensuring that timely reviews and revisions are made in PowerDMS.
• Audits PowerDMS on a monthly basis to ensure policies are up to date and accurate.
• Cleans up visible and hidden formatting issues for policies and ensures they are in the approved policy template approved by DBHDS.
• Provides technical assistance and mentorship for PowerDMS and policy organization with staff from our facility and others as needed.

Projects & Organization of Data:
• Authorship, development, management and maintenance of desk files for all departments reporting to the Chief Medical Officer and Chief Clinical Officer. These tasks shall include but are not limited to Position Descriptions, Calendars, Leave Calendar postings, Dashboard report receipt on a timely basis.
• Coordinate meetings at the hospital for special guests or outside agencies by developing a plan, assigning tasks and responsibilities and ensuring deadlines are met, to ensure project completion.
• Provide administrative assistance to hospital departments as assigned by the Chief Medical Officer and Chief Clinical Officer, and will cover Psychology/Forensic Services and the PSR Department every Friday and while the Forensic Secretary is on leave.
• Will complete regular tasks of pulling reports, reporting data, entering patient schedules and PSR notes from HOPS PSR, weekly, as assigned.
• Creates reports, correspondence, dashboard updates, spreadsheet summaries to reflect hospital data accurately.

Coordinates Meetings
• Takes and transcribes minutes of committee meetings (i.e. Medical Executive Staff, Patient Engagement, Infection Control, Pharmacy & Therapeutics, Recovery & Clinical Operations, and others as assigned) in a timely and accurate fashion. Makes minutes available to committee members.
• Facilitates meetings and does minutes for the GAC I to the CEO as requested.

Coordinate Medical Education Program:
• Responsible for maintaining the annual education rotation schedule.
• Responsible for communicating with students and residents regarding rotation.
• Responsible for creating and maintaining the student lecture and activity calendar.
• Responsible for coordinating the student/resident arrival on campus, training, orientation, housing, and rotation completion amongst various departments.
• Serves as liaison between Chief Medical Officer/Preceptors and educational partners for the purpose of setting up and modifying annual learning calendars. Communicate adjustments to rotation calendars and other changes.
• Verify Resident hours for billing purposes and may enter invoices into eVA for payment.
• Prepares correspondence independently and/or on the basis of discussions with the Chief Medical Officer and Lead Preceptor overseeing the program.
• Maintain the orientation checklists and work closely with Staff Development & Training to arrange orientation activities.
• Submit evaluations completed by preceptors to facilities, route in-house evaluations around to all applicable staff biannually.
• Coordinate occasional meetings between facility heads and preceptors for meeting new staff or changes needed.
• Maintains office procedures manual to ensure smooth operations during their absence.

Timekeeping/Coordinates Correspondence and Report Preparation
• Serves as the timekeeper for the Medical Service Department, including MODs & Locum Tenens, and various other clinicians by maintaining Kronos timecards as required, also serving as the back-up timekeeper if the GAC I to the CEO is absent.
• Ensure proper documentation is collected/archived regarding all variations made to time which is not validated in the Timekeeping system (i.e. emails from supervisors excusing tardies/flex time, time clock adjustment forms, administrative leave requests, etc.)

Coordination of Medical Officer of the Day (MOD) Staffing/Cross Coverage
• Develop and maintain back-up system for MOD. Arranges for cross coverage should an MOD call in sick.
• Manage recruitment efforts and follow through with credentialing/orientation process and required paperwork of MODs
• Communicates independently, both verbally and in writing, with MOD's support to other administrative services components to maintain work schedule.
• Schedules orientation for MODs and new physicians
• Assure 7:30-8:30 weekday coverage by attending physicians and consistency with physician leave requests.
• Sends out a daily coverage email detailing coverage plan for the day and ensuring all individuals on the mailing list are aware of transition coverage and MOD for that day.

Credentialing and Quality Management Duties
• Leads the credentialing process for all physicians as part of the appointment and reappointment process.
• Maintains effective system for tracking reappointment due dates and coordinates the reappointment verification.
• Keeps copies of and verifies licenses, DEA certificates, and other documents as they are renewed by all appointed professionals (attending psychiatrists, MODs, NP, DDS, Teleradiologists, etc.).
• Ensures standards are met for The Joint Commission as it relates to Ongoing and Focused Professional Practice Evaluation Planning (OPPE/FPPE).
• Assists the Chief Compliance Officer with special projects.
• Informs the GAC I to the CEO of all new committee appointment needs to ensure proper updating of the Committee Operations Guide.
• Initiates update to the Medical Staff Bylaws as they become due or as other significant changes are made.

Minimum Qualifications

Manage assigned projects, ensuring timely completion and effective coordination. Prepare and edit a wide range of documents, including letters, reports, meeting minutes, presentations, spreadsheets, graphs, dashboards, and databases, utilizing advanced office automation tools and software. Apply knowledge of office management practices and procedures to support efficient operations. Draft and compose professional correspondence with strong grammar and writing skills. Interact effectively with public officials, executives from public and private organizations, and members of the general public. Perform effectively in a fast-paced environment with frequent interruptions, demonstrating resilience and adaptability. Provide administrative support to other staff members as needed. Proficiency in office software and automation tools (e.g., Microsoft Office Suite, PowerBI, PowerDMS). Strong organizational and project management skills. Excellent written and verbal communication abilities. Ability to manage competing priorities under pressure. Professional demeanor and interpersonal skills for engaging with diverse stakeholders.

Additional Considerations

Prefer college with degree is business or related field with experience in a hospital or other healthcare setting.

HIPPA Access: Level Two
Define: Complete Access to PHI only for the patients served/assigned.
Utilization of information will be in accordance with HIPAA regulations regarding use limitation, disclosure and requests of PHI.

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.


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 during business hours (8:00 a.m. to 4:30 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: Austin Grasty

Phone: 540-375-4368

Email: austin.grasty@dbhds.virginia.gov

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.