OAS Program Support - Coordinator 1

Job Duties and Other Information

Coordinates administrative and operational support functions for the Office of Public Health (OPH) Assistant Secretary and Senior Advisor.

Provides administrative support for the Assistant Secretary, Senior Advisor, and senior leadership staff, including calendar management, scheduling meetings, coordinating conference calls/virtual meetings, arranging travel, preparing travel authorizations and expense reports, and assisting with meeting logistics.

Assists with the preparation, organization, and distribution of briefing materials, meeting agendas, weekly leadership binders, presentations, reports, and correspondence for executive leadership meetings and special projects.

Drafts, edits, proofreads, and routes emails, memoranda, meeting notes, letters, and other official communications on behalf of the Office of the Assistant Secretary.

Coordinates the collection of meeting documents and agenda materials from Deputy Assistant Secretaries, Bureau Directors, program staff, and other OPH personnel to support leadership meetings and executive briefings.

Serves as a liaison between the Office of the Assistant Secretary, the Senior Advisor, OPH leadership, LDH leadership, and internal and external stakeholders to facilitate communication, coordination, and follow-up on assignments and requests.

Responds to and routes inquiries received through the OPH Office of the Assistant Secretary email account and assists with statewide communications to OPH staff as directed.

Gathers, organizes, tracks, and maintains hiring, personnel, procurement, contract, travel, and administrative documents for the Office of the Assistant Secretary.

Supports onboarding activities for new employees within the Office of the Assistant Secretary, including coordination of workspace setup, access requests, orientation materials, and administrative requirements.

Functions as the primary LaGov purchasing agent for the Office of the Assistant Secretary, including processing and tracking purchase card transactions, ensuring invoices are submitted and paid timely, maintaining procurement records, and monitoring office expenditures.

Assists with obtaining quotes, comparing acquisition specifications, processing purchasing requests, and making recommendations related to procurement decisions and office operations.

Purchases, inventories, and maintains office supplies, equipment, and administrative resources for the Office of the Assistant Secretary.

Acts as the Human Resources liaison for the Office of the Assistant Secretary and assists with personnel actions, hiring documentation, onboarding coordination, leave tracking, and other HR-related administrative processes.

Maintains and updates the Employee Emergency Contact Database and assists with continuity of operations and emergency preparedness administrative activities.

Supports the coordination and management of Emergency Operations activities during activations and assists with administrative and logistical support functions before, during, and after emergency events as needed.

Provides administrative and operational support for special projects, executive initiatives, leadership meetings, public health events, and strategic activities led by the Assistant Secretary and Senior Advisor.

Assists with records management, document filing, database maintenance, data entry, and maintaining confidential and sensitive information in accordance with agency policies and procedures.

Provides backup administrative support and cross-training assistance for other executive support staff and Deputy Assistant Secretaries as needed to ensure continuity of operations.

Performs other duties, special projects, and administrative assignments as assigned.

Qualifications Required:

• Bachelor's degree, or Associate's degree plus 3 years of professional experience, or 6 years of professional work experience.
• Excellent analytical and critical thinking skills; effective organizational and time management skills.
• Great attention to detail and follow up.
• Ability to manage projects, assignments, and competing priorities.
• Proficient in the use of Zoom, Teams, and Microsoft Office, including but not limited to Outlook, Word, and Excel.

Desired:

• Advanced degree.
• Minimum 1 year professional experience performing administrative functions within an office environment or health care field.
• Minimum 1 year professional experience with creating data reports.
• Minimum 1 year professional experience with project or program coordination.
• Relevant industry certifications.