OAS Contracts & Positions - Coordinator 2

Job Duties

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.

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.

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.

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.

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

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

Qualifications

• 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.
• Able 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 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.