Medical Admin Assistant Jobs (NOW HIRING)

Title: Admin. Assistant

State Role Title: Admin and Office Spec III

Hiring Range: Commensurate based on experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Western State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/wsh/

Recruitment Type: General Public - G

Job Duties

Location: Western State Hospital
103 Valley Center Drive, Staunton, VA 24401.
Who We Are
Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), has been a leader in psychiatric treatment since 1828. WSH is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley. Just 30 minutes from vibrant university towns, our hospital serves adults with serious mental health needs and is nationally recognized for our Psychosocial Rehabilitation "Learning" programs.
WSH provides a modern clinical setting and a therapeutic environment for patients, supported by highly qualified staff. Employees also enjoy the beauty and tranquility of the Shenandoah Valley, with nearby cities such as Charlottesville and Harrisonburg offering dining, entertainment, and outdoor activities, making Staunton an attractive place to live and work.
Position Overview:
Western State Hospital is seeking a full time Admin. Assistant to provide comprehensive administrative and secretarial support to the Chief Medical Officer, under the direction of the Medical Staff Coordinator, to ensure efficient management of clinical services at WSH and compliance with Joint Commission Medical Staff Standards.
Key Responsibilities:
- Support the Chief Medical Officer and the medical department in daily office operations
- Perform a wide range of clerical, administrative, and office functions
- Administer and coordinate the credentialing and privileging process for medical staff, including applications and reappointments
- Coordinate admission office schedules, OD coverage, and P-14 OD coverage for medical staff
- Manage employee timekeeping and leave reporting, ensuring accurate and timely time and attendance tracking for the entire medical services department-including psychiatrists, psychiatric mental health nurse practitioners, primary care physicians, family nurse practitioners, physician assistants, and nocturnists-in compliance with hospital policies and state/federal regulations.
- Provide backup support for the Administrative Assistant as needed
Benefits Include:
- health, vision, and dental insurance
- life insurance
- paid time off
- sick time
- family/personal time
- retirement with cash match

Minimum Qualifications

- Experience using MS Office Suite (Word, Excel, Outlook)
- Experience and/or education that would provide an individual with the necessary KSAs
- Strong data entry, typing, and general clerical skills
- Knowledge of payroll timekeeping requirements and basic office procedures
- Knowledge and experience with scheduling
- Ability to use automated timekeeping systems such as Kronos/UKG or similar
- Strong attention to detail and accuracy in handling high-volume data
- Ability to follow written and verbal instructions and communicate clearly with staff and supervisors
- Ability to maintain confidentiality and handle sensitive information appropriately
- Comfortable using standard office equipment (copiers, fax machines, etc.)
- Ability to perform basic math to verify timekeeping accuracy
- Strong organizational and reasoning skills

Additional Considerations

- High School graduate and/or equivalency
- Business School graduate or bachelor's degree
- Previous experience in Credentialling and Privileging
- Bilingual
- Veteran or veteran spouse

Special Instructions

You will be provided a confirmation of receipt when your application and/or resume 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 resumes 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 resume. Please ensure you clearly and specifically detail all relevant work experience; 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 (540) 332-8300 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 strongly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply to the state application and respond accordingly.

Contact Information

Name: Samantha Leep

Phone: 540-332-8306

Email: samantha.leep@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.