Administrative Specialist Hospital Directors Office

Make a Difference with DHSS

The Department of Health and Social Services (DHSS) is dedicated to improving the quality of life for Delaware citizens by promoting health and well‑being, fostering self‑sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.

We offer numerous career opportunities and are committed to attracting and retaining highly talented individuals who are ready to make a difference in their community today. For more information, visit DHSS website.

Join our team as an Administrative Specialist supporting the Hospital Directors Office at the DE Hospital for the Chronically Ill. You will provide administrative assistance to the Hospital Director, Social Services Chief Administrator, and Nursing Administration. Your responsibilities include serving as the first point of contact, managing calendars and events, arranging travel for training, taking meeting minutes, and preparing reports for management.

• Serve as a liaison with internal and external contacts, customers, clients, and the public to coordinate activities, respond to inquiries, and provide guidance and consultation on administrative matters.
• Create formatted documents, generate and share presentations, manage schedules, develop and maintain spreadsheets, assist in maintaining policies, procedures, guidelines, or training manuals, and maintain information in databases.
• Deliver excellent customer service in‑person, electronically, or by written communication.
• Apply and explain agency services, laws, rules, regulations, standards, policies, and procedures.
• Create and maintain record‑keeping systems or logs to file, track, and retrieve documents or other information and ensure records are maintained in compliance with retention schedules.
• Assist higher‑level staff with decision making and monitoring of key operational/program indicators by collecting, organizing data, preparing reports, supporting performance tracking, and dashboard maintenance.
• Review, process, and evaluate information for completeness, accuracy, and conformity with applicable laws, rules, and regulations, and resolve discrepancies or deficiencies.
• Draft, manage, and distribute communications and other materials for public and/or internal use.
• Coordinate administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.
• Use automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
• Order and maintain office supplies and equipment.
• Plan and coordinate meetings, hearings, or conferences and make travel arrangements.
• May approve or recommend approval/denial of requests/information within established standards and guidelines.
• Perform other related duties as required.

• One year of experience in performing office support work such as drafting routine correspondence, reports, or logs; operating office equipment; handling incoming and outgoing mail; answering phones; directing calls and taking messages; or maintaining files and supplies.
• One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures; resolving deficiencies; and tracking and monitoring activities.
• One year of experience in using an automated information system to enter, update, modify, delete, retrieve, and report on data.
• Six months of experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
• OR Possession of an Associate’s degree or higher.

Applicants must be legally authorized to work in the United States. The State of Delaware participates in E‑Verify and will provide the federal government with your Form I‑9 information to confirm your authorization to work in the U.S. DHSS does not provide employment‑based sponsorship.

Pre‑employment drug testing and a satisfactory criminal background check are required as…