Executive Assistant

Title: Executive Assistant

State Role

Title:

19013

Hiring Range: Salary up to $54,035.00

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

Agency Website: (Use the "Apply for this Job" box below)./

Recruitment Type: General Public - G

• Serve as main assistant to the Chief Operations Officer and Chief Quality and Risk Management Officer.
• Maintain master project trackers and coordinate communications between operations, clinical, and compliance teams.
• Support emergency management or safety initiatives and help prepare enterprise‑level dashboards covering operations, quality, safety, and patient experience.
• Manage confidential information on incidents, corrective actions, and executive decisions related to DI201 investigations, regulatory policies, and statutes for Joint Commission, Medicare, and Medicaid.
• Track compliance‑related information to ensure deadlines are met.
• Serve as the primary assistant to the COO and CQM Officer.
• Maintain a task list for all deadlines, follow up and complete tasks, and initiate proactive measures when deadlines are at risk.
• Initiate administrative leave requests, make travel arrangements, and complete travel reimbursement forms for the COO, CQM Officer, and other administrative personnel.
• Disburse and disseminate administrative leave forms after final approval, ensuring required signatures are present.
• Maintain files ensuring confidentiality and that information is readily retrievable.
• Manage the electronic calendar for the COO and CQM Officer, ensuring all meetings and deadlines are met.
• Answer incoming calls and receive visitors, addressing their requests or directing them to the appropriate officer or personnel.
• Act as a liaison between departments to problem‑solve and troubleshoot items without the direct interaction of the COO or CQM as required.
• Prioritize work to ensure deadlines are met on time.
• Serve as backup for entering confidential investigation information into the state system CHRIS, tracking and ensuring investigation correspondence is completed and distributed per guidelines.
• Create correspondence for the COO and CQM Officer based on documentation received or mail.
• Assist in the role of and mentor any other Executive Secretary as needed.
• Open and sort all incoming mail for Administration, determine proper distribution, and ensure timely replies.
• Develop and maintain databases to track assignments and improve efficiency throughout the hospital.
• Interact and serve as a liaison to hospital and central office staff and members of the public to receive or communicate information.
• Explain and interpret departmental policies and procedures.
• Monitor Kronos timecards for senior management staff who report to QRM and COO, working with timekeepers for missing data as required.
• In the absence of the COO or CQM, take actions to assure support services are coordinated and performed in accordance with the hospital’s mission, vision, and values.
• Authorship, development, management, and maintenance of desk files for all departments reporting to the COO and CQM Officer.
• 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 assigned by the COO or CQM Officer.
• Create and update reports, correspondence, dashboard updates, and spreadsheet summaries to reflect hospital data accurately.
• Manage and maintain required documentation to ensure ongoing compliance with Joint Commission (JC) and Centers for Medicare & Medicaid Services (CMS) standards.
• Ensure compliance‑related documents are current, accurate, and readily available for surveys, audits, and regulatory review.
• Coordinate document updates and version control in alignment with regulatory and organizational requirements.
• Update and maintain the Quality & Risk (Q&R) Teams Channel with relevant compliance information, resources, deadlines, and status updates to support transparency and preparedness.
• Maintain Committee Operations list by tracking committee members, locations, new committees, charters, and reports…