Administrative Aide

Jobtailor; Connecticut; On-site; USD 52,000 - 68,000; Full time

Job summary

Jobtailor is seeking an experienced administrative professional to support the Program Team within the Division of Public Health Infrastructure. The role emphasizes calendar management, document preparation, and coordination of outreach and technical assistance for the public health workforce.

The ideal candidate has strong communication skills, experience in project tracking systems, and the ability to manage multiple assignments in a government or community health setting.

Qualifications

• Bachelor's degree in a related field; OR an Associate's degree in a related field and one year of general office, secretarial, or administrative experience; OR three years of such experience
• At least three years of general office, secretarial, or administrative experience in a community based, government or public health setting
• At least two years of experience managing multiple assignments simultaneously
• Experience maintaining tracking and/or project management software and systems
• Experience using Microsoft Teams, SharePoint, Webex, Zoom, and Momentive Software Applications (SurveyMonkey)
• Demonstrated experience managing multiple avenues of information for internal and external audiences and assuring they are accurate, congruent, and up to date
• Demonstrated strong interpersonal and communication skills
• Experience assisting to resolving day‑time operational problems
• Valid and unrestricted authorization to work in the U.S.
• Visa sponsorship is not available
• Travel up to 10% of the time is required
• Must reside within a reasonable commuting distance of the official work location
• Must be located in or willing to relocate to New York, New Jersey, Connecticut, Vermont, or Massachusetts prior to hire

Responsibilities

• Provide administrative support to the Program Team within the Division of Public Health Infrastructure
• Manage and coordinate outreach and technical assistance activities supporting public health workforce awareness
• Handle and coordinate staff calendars
• Assist with processing Executive Deputy Clearance (EDCs) and Internet/Publication Request Forms (IPRs)
• Assist with creating, reviewing, and editing formal correspondence and documents
• Engage with vendors including Zoom and SurveyMonkey
• Handle purchase orders
• Organize SharePoint for the program
• Perform other related duties as assigned
• Comply with funding requirements, including time and effort reporting, grant deliverables, and contract deliverables

Skills

Administrative Support

Interpersonal Communication

Calendar Management

Problem-Solving Skills

Education

Bachelor's degree in a related field

Associate's degree + 1 year experience

Three years related experience

Tools

Zoom

SharePoint

Webex

Momentive Software (SurveyMonkey)

Job description

• Provide administrative support to the Program Team within the Division of Public Health Infrastructure
• Manage and coordinate outreach and technical assistance activities supporting public health workforce awareness
• Handle and coordinate staff calendars
• Assist with processing Executive Deputy Clearance (EDCs) and Internet/Publication Request Forms (IPRs)
• Assist with creating, reviewing, and editing formal correspondence and documents
• Engage with vendors including Zoom and SurveyMonkey
• Handle purchase orders
• Organize SharePoint for the program
• Perform other related duties as assigned
• Comply with funding requirements, including time and effort reporting, grant deliverables, and contract deliverables

Requirements

• Bachelor's degree in a related field; OR an Associate's degree in a related field and one year of general office, secretarial, or administrative experience; OR three years of such experience
• At least three years of general office, secretarial, or administrative experience in a community based, government or public health setting
• At least two years of experience managing multiple assignments simultaneously
• Experience maintaining tracking and/or project management software and systems
• Experience using Microsoft Teams, SharePoint, Webex, Zoom, and Momentive Software Applications (SurveyMonkey)
• Demonstrated experience managing multiple avenues of information for internal and external audiences and assuring they are accurate, congruent, and up to date
• Demonstrated strong interpersonal and communication skills
• Experience assisting to resolving day‑time operational problems
• Valid and unrestricted authorization to work in the U.S.
• Visa sponsorship is not available
• Travel up to 10% of the time is required
• Must reside within a reasonable commuting distance of the official work location
• Must be located in or willing to relocate to New York, New Jersey, Connecticut, Vermont, or Massachusetts prior to hire

Core Competencies

Demonstrates strong administrative support capabilities within public health settings, including effective management of outreach activities, coordination of staff calendars, and compliance with funding requirements. Proficient in using project management software and communication tools to ensure accurate information dissemination.

Highest-signal resume keywords

• Administrative Support
• Project Management Software
• Microsoft Teams
• SharePoint
• Interpersonal Communication

ATS Optimization Keywords

Hard Skills

• General Office Experience
• Secretarial Experience
• Technical Assistance Coordination
• Document Editing
• Calendar Management

Soft Skills

• Strong Communication Skills
• Interpersonal Skills
• Problem-Solving Skills

Industry Keywords

• Public Health
• Community-Based
• Government Setting
• Funding Requirements

Tools & Technologies

• Zoom
• SurveyMonkey
• Webex