OAS Contracts & Positions - Coordinator

RESPONSIBILITIES

• Serves as the central point of coordination for all Office of Public Health (OPH) contracts and position requests submitted to the Office of the Assistant Secretary (OAS).

• Maintains and ensures the accuracy of the contracts and positions tracker, including status updates, approvals, and pending actions.

• Tracks and monitors items requiring review and approval by the Assistant Secretary and Deputy Secretary.

• Coordinates the submission and routing of position and contract documents to the Assistant Secretary and tracks progress through approval.

• Follows up with Deputy Assistant Secretaries, program leads, and OPH Contracts on outstanding items to ensure timely completion.

• Collaborates closely with the OPH Contracts Unit, which leads contract administration for the agency, to ensure alignment and completeness of submissions.

• Ensures all required documentation is complete, accurate, and aligned with agency and state requirements prior to executive review.

• Leads the development of weekly Contracts and Positions meeting agendas for the Assistant Secretary and Senior Advisor.

• Ensures agendas are complete, accurate, and submitted in a timely manner in accordance with LDH deadlines.

• Builds and maintains the positions and contracts binders for meetings, including all supporting documentation for contracts and position requests.

• Ensures all materials are printed, organized, and prepared for the Assistant Secretary in advance of meetings.

• Captures, tracks, and manages follow-up actions and next steps resulting from preparation meetings and Secretary-level meetings.

• Attends contracts and positions meetings, take detailed notes, and ensure all follow-up items are documented and assigned.

• Maintains visibility on decisions, approvals, and outstanding issues for executive leadership.

• Provides support on special projects and priority initiatives for the Assistant Secretary and Senior Advisor.

• Assists with executive-level coordination for time-sensitive and high-priority agency initiatives, ensuring alignment across OPH leadership and programs.

• Leads or supports the development of briefing materials, presentations, talking points, and executive summaries for internal and external stakeholders.

• Coordinates cross-functional efforts across bureaus, regions, and partner offices to advance strategic initiatives and ensure timely deliverables.

• Supports the planning and execution of leadership meetings and special events, including logistics, materials preparation, and follow-up.

• Conducts research, compile data, and synthesize information to inform decision-making and support executive priorities.

• Assists in developing and improving internal processes, tools, and workflows to enhance efficiency within the Office of the Assistant Secretary.

• Supports the creation, organization, and quality control of executive binders and meeting materials for high-level meetings and briefings.

• Provides surge support on emerging priorities, including legislative requests, Secretary-directed initiatives, and urgent operational needs.

• Assists the Executive Staff Officer when needed on special tasks.

• Maintains SharePoint, Google documents, and other tracking tools to provide real-time visibility into contract and position workflows.

• Provides regular status updates to the Assistant Secretary and Senior Advisor on pending, approved, and delayed items.

• Ensures clear communication across executive leadership, program areas, and support units regarding expectations, deadlines, and status updates.

• Maintains a high level of coordination and communication with OPH leadership and program management, while ensuring visibility of OPH efforts at the regional and local levels.

• Supports emergency operations as needed, including hurricanes or other natural disasters.

• Maintains current training as required by LDH, FEMA, and other state, local, or federal entities.

• Other tasks as assigned.

• Bachelor’s degree, or Associate’s degree plus 3 years of professional experience, or 6 years of professional work experience.

• Minimum 2 years professional experience performing administrative functions within an office environment or health care field.

• 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.

• Advanced degree.

• Minimum 3 years professional experience performing administrative functions within an office environment or health care field.

• Minimum 1 year professional experience maintaining tracking systems, records, or workflow logs for status tracking and follow-up actions.

• Minimum 1 year professional experience with project or program coordination.

• Relevant industry certifications.