Administrative Support Specialist job

Skills

- Microsoft Word
- Workday
- Customer Service
- Microsoft Office
- Databases

A ttention current State of Oregon employees: To for posted positions, please close this window and log into your Workday account and through the career worklet.

NOTE: A cover letter is required to be attached to your application (see How to section below).
The Oregon Health Authority (OHA), Public Health Division (PHD), Center for Public Health Practice (CPHP), Health Promotion and Chronic Disease Prevention (HPCDP) Section is recruiting for an Administrative Support Specialist to provide administrative support to the HPCDP section managers and staff. The HPCDP section focuses on best practices for promoting and supporting optimal health for all Oregonians. This section tackles chronic disease prevention with a comprehensive, community-wide approach to help people eat better, move more, live tobacco free, and take care of themselves. This means achieving better health, better care, and lower health care costs for all Oregonians.

What will you do?
As the Administrative Support Specialist , you will provide administrative, website, and database support and coordinate and maintain procedures, systems, and processes. You will work within a team environment to develop documents and continuously evaluate administrative procedures to ensure effective and efficient support for HPCDP programs and staff.

Duties include but are not limited to the following:
Coordinate and maintain the HPCDP website for all HPCDP programs which includes preparing documents, consulting with program staff, and assessing their needs.
Develop and maintain databases for tracking project activities
Prepare reports, memos, presentations, tables, charts and graphs.
Design brochures, flyers, newsletters, posters and other print materials.
Plan and implement meeting set up and equipment needs for HPCDP meetings including reserving and setting up computers and projectors.
Schedule conference rooms, webinars, and video and telephone conferences.
Coordinate conferences and meeting and keep meeting minutes.
Develop written administrative procedures and processes.
Recommend efficient and effective changes in these procedures.
Design trainings for operational aspects of position as needed.
Answer multi-line telephone and respond to inquiries from the public and other agency personnel.
Coordinate all activities related to travel to ensure a smooth flow, including making travel arrangements and reservations; provide travel documentation to the traveler; and prepare necessary paperwork trips and reimbursement of expenses.
What's in it for you?
You will work with a team of public health professionals who are passionate about the work they do to promote a healthy Oregon. Do you have administrative support experience which includes website and database maintenance? Do you have proficiency in MS Office? Do you have experience collaborating in a team environment to complete work projects? If so, we want to connect with you!

What are we looking for?
Requested Skills

Three years of clerical/secretarial experience that included: two years at a full performance level performing typing, word processing, or other generation of documents AND lead work responsibility or coordination of office procedures. (Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.)
Experience providing administrative support to multiple managers by coordinating program/project operations
Experience managing grant documentation, submissions and timelines.
Experience coordinating meetings, trainings, conferences and other program related events.
Experience arranging travel and accommodations for staff and management.
Experience performing accurate data entry for invoice tracking, record keeping and legislative documentation.
Experience promoting a culturally competent and diverse work environment.
Excellent customer service skills to support internal staff as well as external partners or stakeholders with professionalism and proper etiquette
Advanced proficiency in MS Word, Excel, PowerPoint, Outlook and databases.
Knowledge of web page design to build, edit and update HPCDP web pages
Ability to provide computer user support to other staff members as needed
Keyboarding skills 60 WPM or higher
Experience in promoting a culturally competent and diverse work environment.
This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

How to

To for this position, follow the 'Apply' link above and complete the online application and all supplemental questions.

itional requirement:
Please write a one-page letter to the hiring manager describing your interest in the Health Promotion and Chronic Disease Prevention Management Administrative Specialist position. Please include your professional aspirations and describe how this position fits with your goals.
Applications without the required cover letter will be removed from consideration .
NOTE: You may attach transcripts (recommended as all education must be verified) to your application.

Questions/Need Help?

If you have questions about this recruitment of need an alternate format to, please contact Cyndi Phipps-Roman, Senior Recruiter, at ******************************** or call ************. Please be prepared to describe the alternate format needed. TTY users please use the Oregon Telecommunications Relay Service: 1-************. For technical support, please call toll free 1-************, for customer service assistance.

itional Information

Please monitor your Workday account to view all communication regarding your application. You must have a valid e-mail ress to.
If you are a veteran, you may receive veteran's preference. Click here for more information about veterans' preference. If you checked that you are a veteran, you will be required to provide your documents later in the process.
We do not offer VISA sponsorships or transfers at this time. You will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States within three days of hire.
If you are offered employment, your offer will be contingent upon the positive outcome of an abuse check, criminal records check and driving records check. The information will be d with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.
Please attach only the documents that are related to the position. itional documents that are attached will not be reviewed.
Applicant Help and Support webpage
The Oregon Health Authority is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience, and training for this position. (critical elements of process).

The Oregon Health Authority is an equal opportunity, affirmative action employer committed to work force diversity.