Administrative Coordinator I / 60013194

Posting number: 191158

Department: Department of Health and Human Services

Division: Legislative Affairs

Job classification: Administrative Coordinator I

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Health Services, Legal, Social Services, Paraprofessional, Miscellaneous, Human Services, Office and Administrative Support

Summary

Logo for Healthy Connections Medicaid, featuring the name in blue with a colorful geometric design.

Are you the One? We are looking for an Administrative Coordinator I who performs day-to-day administrative support activities for the Office of External Affairs and other assigned program areas under the supervision of the director of strategic communications.

• Maintains a calendar of appointments for the director of strategic communications and other bureau directors to include scheduling meetings, daily reminders, reminder of next day meetings/appointments, travel, employee leave, etc. Coordinates meetings, distributes meeting materials, and is responsible for overseeing the documentation of minutes for assigned meetings for the director of strategic communications and other bureau directors as needed. Interfaces with internal and external stakeholders.
• Reviews the incoming/outgoing correspondence of the director of strategic communications and/or bureau directors; coordinates responses with the appropriate agency personnel and tracks status. Reviews incoming correspondence and directs it to the appropriate bureau, office, or section for response. Ensures deadlines are met on all responses, correspondence, etc. requiring a reply by the director of strategic communications or other directors. Assists the director of strategic communication in obtaining responses from program area staff within requested timelines. Reviews all outgoing communications to ensure consistency with the Office of Communications’ administrative policies and procedures. While this position does not have programmatic responsibilities, it does have the responsibility of understanding the program organization and the appropriate contacts in each area.
• Supports all administrative functions for the director of strategic communications and/or directors, including assisting with project tracking for projects that have been assigned to the director of strategic communications to ensure on-time completion. Oversees review and approval process for provider bulletins and other regular communications to ensure adherence to established review and approval processes.
• Arranges in-state and out-of-state travel for Office of Communications, Office of Legislative Affairs, Office of Medical Director, Office of Project Management and other staff as needed. Maintains the office supplies, promotional items, equipment and furniture needs for the Office of Communications, including preparation and coordination of necessary requisitions. Assists director of communication and/or bureau directors with completing human resources functions.
• Attends and participates in relevant opportunities for professional development and training.  Demonstrates utilization and application of new skills learned to improve effectiveness and efficiency within assigned responsibilities.
• Perform other duties as assigned.
  
  

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children.
• 15 days annual (vacation) leave per year.
• 15 days sick leave per year.
• 13 paid holidays.
• State Retirement Plan and Deferred Compensation Programs.

Examples of duties

A high school diploma and three (3) years of relevant experience in business management, public administration, or administrative services; OR

A bachelor’s degree and one (1) year of relevant experience in business management, public administration, or administrative services. 

Experience providing administrative support is required. 

Bachelor's degree must be from a higher education institution recognized by the U.S. Department of Education & Council for Higher Education Accreditation (CHEA).