Job Abstract

• Research and analyze subject matters; gather, organize, and compile information; draft correspondence for LDH Leaders.
• 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.
• Identifies and evaluates state policies in broad and specific categories utilizing state law, federal law, legislative acts, Leader orders, budgets, policy statements, and special reports.
• Drafts presentations, talking points, Leader briefings and situational reports on current initiatives or new policy, program, or system implementation.
• Relieves the LDH Leader of a variety of complex and confidential administrative matters in assigned areas.
• Prepares Leader for any legislative hearings or other key meetings including putting together binders of informational materials needed for 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.
• Receive monthly/annual/ad hoc reports; examine, compile, summarize, and prepare for submission to the Leaders.
• Answer and screen calls/correspondence related to sensitive and confidential matters and determine appropriate action to be taken.
• 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 Leader’s request in coordination with assigned business owner; print calendars and prepare Leaders 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.
• Understand Outlook calendar and LDH internal departmental and external state government organization structure and personnel.
• Coordinate annual training for Leaders by reminding them of deadlines via Outlook calendar.
• Prepares confidential Human Resource documents as requested by the Leaders.
• Enter help desk tickets for LDH Leaders and serve as IT liaison as needed.
• Assist with onboarding and offboarding of newly hired staff. Coordinates with administrative assistant for scheduling and preparation of interviews for posted positions.
• Schedule appointments and meetings, including both internal and large-scale cross-divisional meetings:
  • Inform all attending parties of the date, time, location, and objective of all meetings.
  • Ensure dates and times of meetings do not conflict with other appointments and that calendar in Outlook is updated at all times.
  • Collect, prepare, and assemble appropriate materials for attendees prior to meetings.
  • Ensure appropriate equipment is available for the scheduled meeting and is set-up and working prior to the meeting start time (projector, laptop, phone, etc.).
• Take meeting notes as requested; document action items and follow-up for completion; share action item status updates with appropriate staff.
• Establish and maintains cordial, effective working relationships with contractors, stakeholders, internal departmental staff, and external agency staff.
• Collaborate on team projects, providing back-up support for co-workers when appropriate and actively supporting group goals.
• Other duties as assigned from Leaders.

QUALIFICATIONS
REQUIRED:

• Bachelor’s degree, or Associate’s degree plus 3 years of professional experience, or 6 years of professional work experience.
• Professional experience in federal/state programs, healthcare, or fast paced office environment.
• Professional experience reviewing and editing written content for product accuracy, and general proofing/grammar.
• Proficient working knowledge of Microsoft Office and office equipment.
• Excellent analytical skills, effective organizational and time management skills.
• Great attention to detail and follow up.
• Ability to manage projects, assignments, and competing priorities.

DESIRED:

• Advanced degree.
• Minimum 2 years of professional experience federal/state programs, healthcare, or fast paced office environment.
• Minimum 2 years of professional experience reviewing and editing written content for product accuracy, and general proofing/grammar.
• Minimum 1 year of professional experience with LDH program support.
• Experience with other Microsoft Office applications, including OneNote, SharePoint, Visio.

Required Attachments

Please upload the following documents in the Resume/Cover Letter section. 

• Detailed resume listing relevant qualifications and experience;
• Cover Letter indicating why you are a good fit for the position and University of Louisiana Systems;
• Names and contact information of three references;
• Diversity Statement (required for all Faculty positions and any Staff position of Assistant Manager and higher).

See Diversity Statement instructions by clicking this link: https://www.uno.edu/careers/diversity-instructions

Applications that do not include the required uploaded documents may not be considered.

Note to Applicant:

Applicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications in their cover letter. The search committee will use this information during the initial review of application materials.

References will be contacted at the appropriate phase of the recruitment process.

This position may require a criminal background check to be conducted on the candidate(s) selected for hire.

As part of the hiring process, applicants for positions at the University of New Orleans may be required to demonstrate the ability to perform job-related tasks.

The University of New Orleans is an Affirmative Action and Equal Employment Opportunity employer.  We do not discriminate on the basis of race, gender, color, religion, national origin, disability, sexual orientation, gender identity, protected Veteran status, age if 40 or older, or any other characteristic protected by federal, state, or local law.