Program Assistant II - BHA

State of Colorado; Denver (CO); On-site; USD 42,000 - 56,000; Full time

Job summary

State of Colorado is seeking a Program Assistant II to provide high‑level administrative support to the Behavioral Health Administration executive leader and units. The role ensures confidentiality, manages schedules, coordinates meetings and travel, and acts as the first point of contact for key stakeholders.

Responsibilities include budget coordination, project tracking, and developing operational workflows to support the executive priorities.

Qualifications

• Five (5) years of high level experience supporting directors or executives in an administrative role.
• Experience managing projects, implementing office processes, and coordinating schedules.
• Five years of combined education and experience in business/administration as described.

Responsibilities

• Manage confidential information and ensure the executive is organized and on schedule.
• Coordinate meetings, travel, agendas, and briefing materials for executive meetings.
• Serve as first point of contact for stakeholders including citizens, legislators, and officials.
• Oversee office workflows, budget coordination, invoice processing, and inter‑office liaison duties.

Skills

Customer service

Reading & writing skills

Analytical skills

Problem solving

Education

Business Administration education/experience

Tools

Google Workspace

Microsoft Office

Spreadsheets

Electronic Health Records

Job description

This position is open to current Colorado residents only.

This posting may be used to fill multiple recruitments

You are required to work at your assigned work location during your scheduled work times.

Monday- Friday, 8:00 a.m. to 5 p.m.

Please note: Work arrangements are subject to change at any time.

The BHA will provide oversight and coordinate service standards across the hundreds of behavioral health programs currently administered by multiple state agencies and the Judicial Branch. The BHA will also work to ensure the recommendations that resulted from the work of the Behavioral Health Task Force (BHTF) and multiple ancillary projects evolving out of the work of the BHTF are honored and implemented, to ensure and meet our vision of having a comprehensive, equitable, effective continuum of behavioral health services that meets the needs of all Coloradans. The Behavioral Health Administration (BHA) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight for the public behavioral health system. BHA funds, supports, and monitors numerous mental health and substance abuse community programs and providers, and reviews and designates the State’s 27-65 providers and licenses substance use disorder service providers. BHA executes the State’s federal responsibilities as the State Mental Health Authority and the State Substance Abuse Authority for the purposes of administering federal mental health and substance abuse block grant funds.

What You'll be doing:

The purpose of the Program Assistant II position is to serve as the primary operational and administrative lead, providing comprehensive support to the Behavioral Health Administration (BHA) executive leader and their units. This role is responsible for managing confidential information, ensuring the executive leader is organized and on schedule, coordinating meetings and travel, and serving as the first point of contact for all key stakeholders, including citizens and legislators. Furthermore, the position oversees general office procedures, acts as a liaison to other departmental offices (OIT, HR, Payroll), manages inter-office relations, develops timelines and tracks projects, and handles all budget and expense coordination, including P-card purchases and invoice processing. The incumbent functions with a high degree of independence, analyzing complicated data and designing operational workflows to manage the executive's strategic priorities.

Executive Leadership/Team Support

• Managing confidential and privileged information that impacts employees and business objectives. Entering confidential employee salary information into PAFs in eClearance

• Assuring the executive leader is organized, prepared, meeting timelines, and staying on schedule

• Serve as the BHA Executives' first point of contact for citizens, legislators, the Governor's office, federal, state, and county elected officials, and other stakeholders speaking on behalf of the executive on administrative functions and workflows.

• Informs the BHA Executive of potential problems internally or externally; provides the BHA Executive with updates and recommendations for successful resolution.

• Assuring the staff or leaders aiding the BHA executive are assigned, prepared, and coordinated with the priorities and needs of the BHA Executive.

• Makes appropriate travel arrangements in support of the BHA Executive and their units

• Coordinate meetings, prepare agendas, briefings, or support materials for BHA Executive meetings, presentations, and speaking engagements

Behavioral Health Administration Liaison

Manage inter-office relations of the BHA executive by serving as the BHA's first point of contact for BHA employees, citizens, legislators, the Governor's office, federal, state, and county elected officials, and other stakeholders. Provide appointing authorities and leadership team/program support to BHA employees and teams. Has the authority to research, resolve, or assign for resolution any issues or complaints received.

Project & Budget Management

• Develops deliverable timelines and schedules for office-wide initiatives for their executive leader and units

• Tracks and monitors all work for their executive and covered units, driving and managing timelines and deliverables

• Travel and expense coordination; completing P-card purchases and ensuring account coding; tracking contract expenditures, completing purchase requisitions, and receiving reports per business needs; updating CORE and USBank information accurately and timely; ensuring accurate and timely processing of invoices

Administrative Support

This position serves as the primary operational support for the client support group, responsible for establishing and organizing the work processes necessary to deliver program services. The incumbent functions with a high degree of independence, exercising authority to make decisions within the limits of program objectives and technical guidelines without prior approval. Beyond clerical support, this role involves analyzing complex data to individualize program operations, responding to technical inquiries, and designing specific operational workflows to complete high-level assignments and manage executives' strategic priorities.

• Other duties as assigned include: Office management - document management, supplies, furniture, etc.
• Attend or prepare internal/external meetings as needed or assigned
• Special project work

PROGRAM ASSISTANT II (H4R2XX)

Education/Licensure/Certification/Experience:

Five (5) years of high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles. Experience to include helping to manage projects, implementing office work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes.

Education and Experience:

A combination of education in Business Administration, Business Management, Administration, or related field and/or experience in high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles. Experience to include helping to manage projects, implementing work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes equal to five (5) years.

Preferred Qualifications:

• Experience in healthcare, behavioral health, or social services administrative support.

• Experience with Google Workspace, Microsoft office, spreadsheets, and electronic health records strongly preferred.

• Excellent customer service skills

• Excellent reading and writing skills

• Excellent analytical and problem solving skills

Conditions of Employment:

• Full background check and reference check required

• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.

• May travel There may be times this position is required to travel to a nearby location to secure department needs such as items.

• 2-step TB (tuberculosis) screening is required of all new employees upon hires.

• Annual influenza vaccination and other vaccinations as required by the State of Colorado.

• Former State employees who were disciplinarily terminated or resigned in lieu of termination must: