Job Description
Company description:
MPHI works with you to advance population health through innovation and collaboration. Our direct experience, at both local and national levels, informs our services including analysis, capacity building, education, evaluation, facilitation, implementation, outreach, project management, research, and solutions development.
Job description:
Title: Program Assistant – CSP Unit
$21.06 - $28.92 / Posted thru: 2-7-23
Location: Remote/Virtual – Must Live in Michigan
Occasional In-Person Work May be Required
Purpose: This position will provide program assistant support activities for the Community Services and Planning (CSP) Unit within the Chemical Planning and Response Section in the Michigan Department of Health and Human Services. This position will provide a full range of program assistant administrative activities, using independent judgment in making decisions that may be confidential and sensitive in nature and taking appropriate actions. This position completes office activities for the unit and provides surge capacity for the Environmental Health Operators, as necessary. This position oversees and directs office activities for the unit, including composing correspondence, relaying information and/or assignments to unit staff. This position also occasionally supports other units/sections within the division. This individual is also responsible for preparing, coordinating, and tracking all personnel transactions for the unit.
Duties and Responsibilities:
* Serve as management assistant to unit management, exercising independent judgment in overseeing office activities and provide support services to unit staff.
* Serve as the liaison between the Unit Manager and other department personnel to transmit specific information requiring knowledge of supervisor's viewpoint and discretion in disseminating such information.
* Convey and follow up on assignments to staff.
* Anticipate, determine, and provide supervisor with materials needed for meetings, answer correspondence, or prepare reports.
* Schedule meetings, appointments, and commitments for unit management as requested.
* Record and produce meeting minutes when requested.
* Complete initial review of written documents from unit staff, correcting spelling and grammar issues prior to unit manager review.
* Complete office activities such as printing and assembling materials and gathering outreach supplies.
* Serve as a resource to Unit and as assigned, Section staff for procurement, compliance with policies and procedures, timekeeping, management of unit files, contact lists, and materials printing.
* Complete, submit, and track purchase orders and requests for contractual services as requested.
* Complete purchase requests and print orders for materials maintained by the unit.
* Assist unit staff with conference registration, travel arrangements, and expense vouchers.
* Maintain unit files and processes, summarize, and notify supervisor, as well as appropriate unit staff, of changes, additions, etc.
* Arrange unit-hosted conferences and special meetings, notify participants, and assist in site selection.
* Provide timekeeping and mileage/reimbursement reminders to unit staff.
* Act as a backup to unit, section, and/or division administrative support for incoming and outgoing daily mail and package delivery; schedule and track annual maintenance and/or calibration of specialized division equipment; facilitate annual leases and maintenance of general office equipment including printer/copy machines and confidential shred bins; maintain inventory of office supplies, printer paper, etc. purchased through the approved State of Michigan vendor; maintain records of and facilitate purchases with the division procurement card.
* Provide support to Environmental Health Navigator program by providing surge capacity with Environmental Health Operators.
* Communicate with MDHHS public health navigators and community members, provide MDHHS program resources, schedule appointments, and perform phone outreach to share program qualifications and referrals.
* Accurately complete and submit documentation/forms on referral and scheduling activities and outcomes.
* Answer scheduling and results request calls and emails and direct inquiries to appropriate staff.
* Always represent the best interests of MDHHS and MPHI.
* Other duties as assigned.
Qualifications/Requirements:
Education: A high school or equivalent is required. Associate degree preferred.
Experience: At least one year of office experience involving administrative support practices. Three years of office experience involving administrative support practices is preferred.
Important Skills and Characteristics:
* Excellent oral and written communication skills.
* Excellent customer service skills.
* Excellent organizational skills.
* Ability to work under stress and handle changing priorities.
* Ability to manage multiple calendars and commitments for unit management.
* Ability to exercise independent judgment within scope of authority.
* Ability to identify opportunities for efficiency and determine effective work procedures.
* Ability to independently prioritize and complete work assignments to meet timelines.
* Willingness to learn scientific terminology and concepts.
* Maintain confidentiality as required by state and federal laws.
* Proficient in computer applications including Microsoft Word, Microsoft Excel, Teams, and Outlook.
Work Environment and Physical Requirements: Physical effort will be typical of an office position. Requires valid vehicle operator’s license and occasional travel within the State, including overnights. Less occasionally, travel may be required outside the State. There may be times when work outside of regular hours is necessary for the completion of a project. The employee may need to conduct site visits and attend public events around the state. Work materials and supplies can be bulky and may weigh up to 40lbs. The employee could be exposed to local weather conditions.
Responsibility for the Work of Others: No assigned responsibility.
Impact on Projects, Services, and Operations: This position has a direct impact on the quality of services provided by MPHI to MDHHS.
Required Communication
Contact Person/Group Frequency Purpose
Unit Manager Daily Direction, general communication, status
Section Manager As needed General communication coordination
Unit, Section, Division Staff As needed General communication
“For purposes of employment standards, this classification is “Non-Exempt” from overtime provisions of the Fair Labor Standards Act.”
https://mphi.contactrh.com/jobs/12783/41319313/en_US
