Executive Secretary

Job Duties

This position provides high-level administrative and operational support to the Chief Medical Officer and Chief Clinical Officer in a hospital setting, overseeing office management, scheduling, correspondence, meeting coordination, policy management, credentialing, and medical education activities.

Responsibilities include managing executive calendars, maintaining confidential records and reports, coordinating physician coverage and onboarding, serving as department timekeeper, preparing meeting minutes and dashboard reports, and supporting special projects and quality initiatives.

The role also manages PowerDMS policy reviews and compliance, coordinates student and resident medical education rotations, assists with physician credentialing and Joint Commission standards, and acts as a liaison across departments to ensure efficient communication, organization, and timely completion of administrative and clinical operations.

Minimum Qualifications

• Executive secretarial experience including typing, transcription, filing, Microsoft 360, Teams, SharePoint, and use of automated office equipment.

Additional Considerations

• Education or experience in business or healthcare administration is highly desired.

Define

• HIPPA Access: 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 Page Up the Commonwealth of Virginia’s Electronic Recruitment System only.

Interview Decisions

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.

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.

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.

Veteran Preference

• DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members.

Benefits

• DBHDS offers a comprehensive benefits package, including your choice of health plans, paid life insurance, retirement plans, 14 paid holidays in 2026, 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

Service-Connected Veterans

• Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI.

Alternative Hiring Process

• 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.