DSHS CSTC Administrative Assistant 5

Description

Child Study and Treatment Center (CSTC) - Administrative Assistant 5

The Child Study and Treatment Center (CSTC) is a psychiatric hospital in Lakewood that cares for some of Washington's most vulnerable children and adolescents. Every day, a dedicated team of clinicians, staff, and leaders work to make sure these young people get the support they need. This Administrative Assistant 5 position sits at the center of that work, reporting directly to the Chief Executive Officer and keeping the executive leadership office running collaboratively and efficiently.

In this role, you will be the person the CEO will rely on most for administrative related tasks. You will manage the details that allow hospital leadership to focus on what matters most: staff, the children and families they serve. From coordinating complex schedules to preparing important documents and tracking budgets, your work creates the conditions that let good decisions get made and quality care get delivered.

You will also have the opportunity to support and mentor other administrative assistant staff across the hospital. CSTC is a place where people show up for each other, and this position reflects that spirit. If you find meaning in doing organized, thoughtful work that supports a mission bigger than any one task, this is a place where your skills will make positive difference to the lives of Washingtonians.

• Manage the CEO's calendar, coordinate activities, interact with callers, and handle day-to-day correspondence on the CEO's behalf.
• Prepare and proofread letters and written communications for the CEO and executive leadership team.
• Act as the connection point between the CEO's office and hospital staff, passing along information and following up on assignments.
• Schedule and coordinate meetings with staff, contractors, attorneys, evaluators, and interpreter services.
• Take accurate, professional minutes at executive, clinical, quality, and governing body meetings.
• Monitor contracts, track purchases, and develop cost estimates for equipment and space renovation needs.
• Process personnel actions and enter data into human resources systems on behalf of the CEO and other managers.
• Coordinate background checks and interview scheduling for job applicants and contractors.
• Maintain confidential records, grievance documentation, and spending reports for compliance and quality tracking.
• Manage the CSTC SharePoint site, submit IT requests, and set up video and teleconferencing for meetings.
• Plan and coordinate special projects including employee surveys, staff appreciation events, and the Combined Fund Drive.
• Supervise one Administrative Assistant 3 and provide guidance and mentoring to other administrative staff across the hospital.

Who should apply:
Professionals with a high school graduate or GED and five years of progressively responsible experience in office/clerical and administrative work.

• All experience includes at least one year leading, supervising or directing others.
• Equivalent business or public administration education/experience to be considered as substitute.

The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency’s vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

Supplemental Information

Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

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