Job Description
Job Description
Position Summary:
The Centralized System Projects Coordinator provides high-level administrative and operational support to the Special Advisor to the Commissioner. This role ensures efficient coordination of meetings, communications, and project tracking while maintaining confidentiality and professionalism.
Responsible for the coordination, management, and workflow of the DBHIDS Centralized System for Requests (CSR) for the Department of Behavioral Health and Intellectual disability Services. Manages the requests that are submitted to ensure the even flow of work, and continuous movement of the documents requiring approval by
Commissioner . Responsible for creating a system for documenting and tracking requests for the CSR (e.g., Smartsheet), designing and development of record keeping system for various special projects, creating slides (e.g., PowerPoints), and other special projects as needed.
Duties and Responsibilities:
Leads and ensures effective functioning (i.e., day-to-day operation) of the CSR, which serves as the central repository of DBHIDS products that have been reviewed and approved for external dissemination.
Responsible for monitoring/coverage of the CSR email account, file/document management, managing workflow, coordinating review meetings, and documenting/tracking signature requests through CSR.
Keeps up-to-date on department infrastructure, including leadership changes and division/unit transitions. Documents infrastructure changes and related changes to CSR process.
Modifies document/project tracking system on as needed basis to reflect up-to-date infrastructure, and as necessary, provide training to personnel to use the documentation tracking system (i.e., Smartsheet). Develops talking points (e.g., PowerPoint) as needed/requested based on documents housed within the CSR database. Interacts with staff regarding current requests and projects that are filed within the CSR and makes recommendations for ensuring optimum completion of tasks. Interacts with requestors to give updates about status of requests submitted to CSR and troubleshoot challenges that arise. Reviews all requests that come through the CSR to ensure that the most appropriate individuals review the documents. Utilizes exceptional time management skills and the ability to prioritize requests based on urgency. Maintain organized records, correspondence, and documentation regarding letters of support. Assist in collecting data for reports and presentations (i.e. Budget hearings, Department annual reports and plans) Prepare research and data for internal policies Support administrative team in the office of the commissioner
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Skills Required:
- Ability to work independently/responsibly, with close attention to detail and maintain confidentiality
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PC literate with knowledge of Microsoft Office
Strong organizational skills, with the ability to track multiple requests in various stages of workflow
• Strong interpersonal skills, and flexibility while managing multiple projects
• Strong communication skills, both written and oral
• Excellent telephone/video conferencing manner
• Ability to adapt and be flexible in changing priorities
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Ability to learn quickly
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Time management skills
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Ensure timely responses to inquiries and requests
Education and Experience:
Bachelor’s Degree. Knowledge/experience of project management tools (Smartsheet, Wrike, Vertical Change). Knowledge/experience with MS Office software (Word, Excel, PowerPoint), advanced computer training and skills a plus. Proven office experience; minimum of 3 years as an administrative assistant
Equal Opportunity Employment:
PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.
Americans with Disabilities Act:
Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodation on a case by case basis in accordance with the law.