Executive Project Analyst

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Department Compliance Operations Job Summary Job Description Research and analyze subject matters; gather, organize, and compile information; draft correspondence for LDH Leader as assigned (executive staff). Provides regular updates regarding administrative project status. Assist with development and implementation of administrative processes and procedures. Review and edit correspondence for accuracy and completeness. Pay attention to detail on corrections and/or edits from LDH Leader to staff to ensure completion upon submission.

Ensure all written materials, responses and updates are audience appropriate and accurate. Identifies and evaluates state policies in broad and specific categories utilizing state law, federal law, legislative acts, executive orders, budgets, policy statements, and special reports. Drafts presentations, talking points, executive briefings and situational reports on current initiatives or new policy, program, or system implementation. Coordinate and lead discussions pertaining to initiatives and projects involving the LDH Leader.

Relieves the LDH Leader of a variety of complex and confidential administrative matters in assigned areas. Prepares LDH Leader for any legislative hearings or other key meetings including putting together binders of informational materials needed for LDH Leader to be prepared, informed and successful. Composes and transmits directives or assignments to staff on behalf of the LDH Leader. Composes and types correspondence involving routine and non-routine matters.

Disseminates requested information to staff or the public. Compiles information from various sources and prepares specialized reports; formats reports according to department standards. Receive monthly/annual/ad hoc reports from LDH Leader; examine, compile, summarize, and prepare for submission to the LDH Leader. Track correspondence and statistical information, analyze data, create presentations, and prepare reports on various initiatives and projects pertaining to the LDH Leader.

Answer and screen calls/correspondence related to sensitive and confidential matters and determine appropriate action to be taken. Act as a mediator for internal conflicts regarding issues related to the LDH Leader. Communicate issues and pertinent information to LDH Leader as necessary through written and verbal communication. Assists with internal and external communication, improving transparency, and providing information. Perform and supervise administrative support activities such as maintaining files and central records, printing and duplicating services, and coordinating with administrative assistant for ordering supplies and equipment, and preparation of travel and personnel forms while adhering to protocol.

Monitor LDH Leader calendars and adjust as necessary to address conflicts, scheduling at LDH Leader request in coordination with assigned business owner; print calendars and prepare LDH Leader for the day. Conduct and/or supervise special projects, such as tracking staff assignments and follow up by the due date to compile responses for the LDH Leader, etc. Interact, collaborate and communicate with executives, program teams, fiscal/FMO, budget, procurement, and technical teams.

Understand Outlook calendar and LDH internal departmental and external state government organization structure and personnel. Coordinate annual training for LDH Leader by reminding them of deadlines via Outlook calendar. Prepares confidential Human Resource documents as requested by the deputies or section chief. Enter help desk tickets for LDH Leader and serve as IT liaison as needed. Assist with onboarding and off boarding of newly hired staff.

Coordinates with administrative assistant for scheduling and preparation of interviews for posted positions. Coordinate team functions by reserving conference rooms, planning entertainment, providing meeting agendas and paying attention to time management. Schedule appointments and meetings, including both internal and large-scale cross-divisional meetings:
Inform all attending parties of the date, time, location,…