PHP Administrative Coordinator

State of Indiana; Indianapolis (IN); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Health benefits

Paid leave & holidays

Education reimbursement

Pension plan

Job summary

The State of Indiana is seeking an experienced administrative professional to provide advanced support to a state agency, coordinating with multiple partners to ensure accuracy and timely delivery of essential services. The role emphasizes executive summaries, policy application, and high-level organization.

Candidates should have an Associate’s Degree with 3+ years of related experience and demonstrated ability to manage multiple projects, communicate effectively with diverse stakeholders, and

Qualifications

• Ability to write executive summaries using templates and materials.
• Strong organizational skills for coordinating with partners, divisions and agencies.
• Excellent interpersonal communication and ability to prioritize multiple projects.
• Ability to work with diverse public and maintain accuracy under deadlines.

Responsibilities

• Provides advanced administrative support to an agency, department, or facility.
• Reviews org structure and functions to promote effectiveness.
• Administers staff functions in support of program area.
• Aids program administrator in applying agency or department policies and procedures.
• Represents program administrator in meetings with other agencies and the public.
• Prepares, evaluates, and maintains administrative reports, policies, and procedures.

Skills

Executive summaries

Agency coordination

Interpersonal communication

Prioritization & multitasking

Attention to detail

Education

Associate’s Degree with 3+ years experience

Job description

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Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About the Indiana Department of Health (IDOH) :

The Indiana Department of Health’s mission is to promote, protect, and improve the health and safety of all Hoosiers so that they can reach their optimal health regardless of where they live, learn, work, or play.

Role Overview:

In this position, you must have the ability to write executive summaries using various templates and materials in coordination with the Assistant Commissioner to ensure intent, quality and accuracy. Candidate must be highly organised and comfortable coordinating with a wide range of partners, divisions and agencies. Candidate must have strong interpersonal communication skills and encompass the ability to prioritise tasks while completing multiple projects on time.

Salary Statement:

The salary for this position traditionally starts at $37,648.00 but may be commensurate with education or work experience.

A Day in the Life:

The essential functions of this role are as follows:

• Provides advanced administrative support to an agency, department, or facility.
• Reviews the organizational structure and functions of assigned program area to recommend changes to promote effectiveness.
• Administers staff functions in support of program area.
• Aids program administrator in applying agency or department policies and procedures.
• Represents program administrator in meetings with representative of other agencies, and interested public to explain and interpret program goals, policies, and procedures.
• Prepares, evaluates, and maintains administrative reports, policies, and procedures for different program areas

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

What You'll Need for Success:

The ideal candidate in this role should minimally have

• an Associate’s Degree with 3+ years of experience, or
• at least 5+ years of experience applying the below, outlined knowledge, skills, and abilities in a similar role.

Related certifications and coursework may be considered for education or experience:

• Specialized knowledge of theories, principles, and practices of administrative management.
• Working knowledge of state governmental administrative structure.
• Working knowledge of assigned program area.
• Organizational skills with the ability to prioritize tasks effectively and multitask.
• Ability to coordinate and motivate professional and support personnel.
• Ability to communicate, both orally and verbally, with diverse public.
• Attention to detail and proofreading skills.
• Ability to establish cooperative work relationships.
• Ability to analyze, update and write procedures and policies.
• Able to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b)account (similar to401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
  • 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
  • Up to 15 hours of paid community service leave
• Combined 180 hours of paid vacation, personal, and sick leave time off
• 12 paid holidays, 14 on election years
• Education Reimbursement Program
• Group life insurance
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parkingfor most positions
• Free LinkedIn Learningaccess

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [e-mail] .