Director's Office Support


(1 position located in Baton Rouge)

POSITION #: 9458

DEPARTMENT: Medicaid Services Contract – Director's Office

CORE RESPONSIBILITIES:
• Research and analyze subject matters; gather, organize, and compile information; draft correspondence for Medicaid Deputy Directors.
• Provide regular updates regarding administrative project status.
• Assist with development and implementation of administrative processes and procedures.
• Review and edit correspondence for accuracy and completeness.
• Receive monthly/annual/ad hoc reports from Medicaid section chiefs (relating to state law, federal law, legislative acts, executive orders, policy statements, budgets, citizen/advisory groups, and special reports); examine, compile, summarize, and prepare for submission to the Deputies.
• 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, security, ordering supplies and equipment, and preparation of travel and personnel forms while adhering to protocol.
• Monitor Deputy Director calendars and adjust as necessary to address conflicts, scheduling at Deputy's request in coordination with assigned business owner; print calendars and prepare Deputies 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 Deputy Director, etc.
• Back up other Director's Office operational functions as needed (ex. parking validation back-up, etc.).
• Understand Outlook calendar and LDH internal departmental and external state government organization structure and personnel.
• Coordinate annual training for Deputies by reminding them of deadlines via Outlook calendar.
• Coordinate travel logistics for Deputy Directors and others as assigned by Medicaid Director's Office staff.
• Prepares confidential Human Resource documents as requested by the deputies and serves as the HR liaison
• Enter help desk tickets for Deputy Directors and serve as IT liaison.
• 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 Deputies and Director's Office supervisors.

REQUIRED QUALIFICATIONS:
• Associate's degree or 3 years of professional work experience in lieu of degree.
• Excellent analytical skills, effective organizational and time management skills.
• Great attention to detail and follow‐up and excellent verbal/written communications skills.
• Proficient working knowledge of the following programs and equipment is required:
o Microsoft Word
o Microsoft Excel
o Microsoft Outlook
o Fax machine
o Copier/scanner
• Able to set, follow, and meet scheduled deadlines.

DESIRED QUALIFICATIONS:
• Bachelor's degree or 6 years of professional work experience in lieu of degree.
• Advanced degree.
• Minimum 2 years of professional work experience as an executive assistant.
• Professional experience in healthcare field, Medicaid program support, or other federal/state health care programs.
• Experience with Microsoft Office applications, including OneNote, SharePoint, Visio, and/or PowerPoint.
• Experience reviewing and editing written content for accuracy and general proofing/grammar.
• Relevant industry related certifications.

SALARY: Commensurate with qualifications and experience.

APPLICATION PROCEDURE: Applicants should submit a cover letter and resume (including salary requirement) Dara Horcasitas at UNOMedicaidSupport@LA.gov with the job title in the email subject line.

CLOSING DATE: Position will remain open until filled. To assure full consideration, applications should be received by April 9, 2017.

All applicants will be considered for employment without regard to retirement status and without regard to an applicant's having previously accused the UL System Board or any of its universities of unlawful discrimination. Retirement status shall not be considered in the hiring process by any University in the UL System.
The University of New Orleans is an Affirmative Action/Equal Employment Opportunity employer. Women, ethnic minorities, veterans and persons with disabilities are encouraged to apply.