Project and Administrative Coordinator - Office and Administrative Specialist, Intermediate

Minnesota Department of Human Services; Saint Paul (MN); On-site; USD 29,000 - 39,000; Full time

Benefits offered by this job

Telework Eligible

Job summary

The Minnesota Department of Human Services seeks a Project and Administrative Coordinator to provide administrative and coordination support for the Office of the Medicaid Medical Director (OMMD). You will manage administrative, logistical, and information-sharing activities for meetings, advisory work, and cross‑team collaboration, ensuring tasks and documentation flow smoothly.

You will coordinate for the Medicaid Advisory Committee and Beneficiary Advisory Council, schedule meetings, prepare

Qualifications

• Communication: Write and speak clearly with staff and advisory committee members; prepare agendas, minutes, and correspondence.
• Customer service: Schedule meetings, arrange materials, locations, accessibility supports, and participant communications; respond to inquiries.
• Records management: Maintain shared tracking tools and logs; organize electronic records across projects and committees; follow retention practices.
• Procedures development: Develop SOPs, tracking tools, and action-item systems for meeting coordination and stipends.
• Word processing: Use Outlook for calendars, Word and Teams for documents and materials.
• Spreadsheets: Track deadlines, deliverables, stipends, and action items across projects.

Responsibilities

• Coordinate administrative activities for OMMD meetings, advisory activities, and cross‑team work.
• Support MAC and BAC meeting coordination with scheduling, documentation, and follow‑ups.
• Surface scheduling conflicts and gaps across projects and project leads.
• Maintain documentation practices, tracking tools, and communication for committee processes.

Skills

Communication

Customer service

Records management

Procedures development

Word processing

Spreadsheets

Job description

• Telework Eligible: Yes

Working Title: Project and Administrative Coordinator Job Class: Office and Administrative Specialist, Intermediate Agency: Human Services Dept

• Job ID: 97841
• Location: St. Paul
• Telework Eligible: Yes
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 10/20/2026
• Closing Date: 10/26/2026
• Hiring Agency/Seniority Unit: Human Services Dept / DHS Central Office AFSCME
• Division/Unit: Health Care Administration / Office of Medicaid Medical Director
• Work Shift/Work Hours: Day Shift / 8:00am - 4:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $21.12 - $28.01 / hourly; $44,098 - $58,484 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: E - Health Care Administration
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

The Department of Human Services is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DHS does not participate in E-Verify.

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well‑being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

This position is eligible for telework for applicants who reside in Minnesota or in a bordering state, with supervisory approval and satisfactory performance. If you live in a state bordering Minnesota, you must live within 50 miles or less from the primary work location to be eligible for telework.

This position exists to provide dedicated administrative and coordination support for the Office of the Medicaid Medical Director (OMMD), with primary responsibility for coordinating administrative, logistical, and information‑sharing activities for OMMD meetings, advisory activities, community engagement activities, and cross‑team work to ensure required arrangements, participant supports, and information flows are completed. The position also serves as OMMD's point of cross‑project coordination, surfacing scheduling conflicts, competing deadlines, and coordination gaps across projects and project leads. The position has dedicated time to coordinating administrative activities for the Medicaid Advisory Committee (MAC) and Beneficiary Advisory Council (BAC) to support scheduled meetings, participant communication, documentation, and follow‑up using committee processes, meeting schedules, tracking tools, and documentation practices.

Minimum Qualifications

• Communication Skills: Communicate clearly in writing and verbally with staff, advisory committee members, community members, and partners; prepare agendas, meeting minutes, summaries, and correspondence.
• Customer Service Skills: Schedule and coordinate meetings or events, including materials, technology, locations, accessibility supports, and participant communications; respond to questions and follow up on requests.
• Database, Documents, and Records Management: Maintain shared tracking tools, action-item logs, and organized electronic records for multiple projects and committees, following records‑retention practices.
• Development of Administrative and Programmatic Procedures: Develop and document standard operating procedures, tracking tools, and action-item systems for meeting coordination, stipend processing, accessibility supports, and advisory committee follow‑up.
• Word Processing: Use Microsoft Outlook to manage calendars and schedule meetings across multiple participants, including finding availability and sending invitations; use Word and Teams to prepare documents, meeting materials, and communications.
• Spreadsheets: Use Excel or similar tools to track deadlines, deliverables, stipends, and action items across projects.

Preferred Qualifications

• Experience developing and keeping a consolidated tracker or calendar used by several teams or project leads, and flagging conflicts or overlapping deadlines
• Experience supporting several managers or project leads at once and balancing their competing priorities
• Experience supporting an advisory committee, board, council, or other governance body, including documenting decisions and tracking follow‑up
• Experience arranging accessibility supports or accommodations, such as ASL or CART, interpreters, alternate formats, or accessible virtual meetings
• Experience writing or editing plain-language or public-facing content such as newsletters or announcements
• Experience working with community members, community-based organizations, or people with lived experience of the systems being served
• Experience working effectively with people from different backgrounds, cultures, and communities
• Experience handling confidential or sensitive information
• Familiarity with Medicaid, HCBS, or public health or human services programs
• Variety of experiences working effectively with others from different backgrounds and cultures.

Additional Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.

REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.

About Human Services Dept

WE MAKE A DIFFERENCE! The Minnesota Department of Human Services impacts the lives of 1.7 million people every year, helping them meet their basic needs so they can achieve their highest potential.

Working together to improve the state we love.

• A sense of purpose in their work
• Connection with their coworkers and communities
• Opportunities for personal and professional growth

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include:

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
• Fertility care, including IVF
• Diabetes care
• Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well‑being

Support to help you reach your career goals:

• Training, classes, and professional development
• Tuition reimbursement
• Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)

Employee Assistance Program (EAP) for work/life support:

• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well‑being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

Programs, resources and benefits eligibility varies

based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

EQUAL OPPORTUNITY EMPLOYERS

Minnesota state agencies are equal opportunity, affirmative action, and veteran‑friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Applicants With Disabilities

Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email [e-mail] and let us know the support you need. If you are an individual with a disability and need an ADA accommodation for an interview, you may contact the Department of Human Services’ ADA Coordinator at 651-431-4945 or [e-mail] for assistance.