New Job Program Assistant - Nbs/Phg In Michigan
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| Program Assistant - NBS/PHG |
Program Assistant - NBS/PHG
Company : Michigan Public Health Institute (MPHI)
Salary : $22.21 - $29.19 an hour
Location : Michigan
Full Description
MPHI is a Michigan-based and nationally engaged, non-profit public health institute. We are a team of teams, process and content experts, dedicated to building
A world where tomorrow is healthier than today!
Title: Program Assistant – NBS/PHG
$22.21 - $29.19 / Posted Thru: 7-16-23
Location: Hybrid - Lansing, MI Office
Purpose: This position will provide programmatic support for activities of the Newborn Screening (NBS) Follow-up and Public Health Genomics (PHG) sections within the Lifecourse Epidemiology and Genomics Division (LEGD) at the Michigan Department of Health and Human Services (MDHHS). The incumbent will provide a full range of administrative, data entry, and project management activities.
Duties and Responsibilities:
Duty #1 – Perform office support and management support activities that may be confidential and sensitive.
- Provide editorial and clerical support for the NBS Follow-up and PHG sections, such as development of agendas, recording of minutes, and formatting documents.
- Complete, submit, and track memoranda of understanding, forms, and internal correspondence as requested.
- Sort, open, and distribute incoming mail to staff, coordinate internal/external correspondence, reports, or related materials, and facilitate meeting preparations as appropriate.
- Monitor in-office inventory of supplies and educational materials and replace supplies as needed.
- Coordinate orders for printed material on behalf of NBS Follow-up and PHG sections.
- Serve as a liaison for technical assistance necessary to maintain program operations.
- Oversee and confirm confidential destruction of sensitive records, as needed.
- Support Division secretary as needed, per the approval of the supervisor.
Duty #2 – Maintain calendars, arrange for appointments, meetings and/or conferences for the Section Managers and other section staff.
- Maintain calendar and schedule internal meetings, appointments, and commitments for the NBS Follow-up and PHG section managers, as requested.
- Arrange and organize conferences, webinars, and special meetings on behalf of the section staff.
- Anticipate, determine, and provide NBS Follow-up and PHG staff with materials needed for meetings, answering correspondence, or preparing reports.
- Arrange for travel/conference attendance both in and out of state, coordinating with private and federal agencies as needed for the NBS Follow-up and PHG sections, as requested.
Duty #3 – Perform data entry and support ongoing and future projects for the NBS and PHG section staff.
- Perform data entry for NBS and PHG programs, including but not limited to, critical congenital heart disease screening results and long term follow up.
- Prepare and send weekly, monthly, and quarterly correspondences, including emails and physical mail, on behalf of NBS follow-up team.
- Prepare and send mailings for special projects, such as surveys, performed by the PHG or NBS Follow-up sections, as requested.
- Assist the MI HEARTSafe School Program with mailings and award preparation.
- Routinely ensure accuracy of recorded data for the Michigan BioTrust for Health consent records.
- Assist NBS Nurse Consultant and NBS Quality Assurance Coordinator to prepare data needed for routine hospital follow up.
- Assist NBS Operations Coordinator in preparing kits for the collection of NBS specimens in the home birth setting.
- Assist the NBS Operations Coordinator to develop and maintain tracking systems for reconciliation of payment for NBS cards provided for home births.
- Maintain and update webpages for the NBS and PHG programs, as needed.
Duty #4 – Other duties as assigned.
- Create and maintain documents in compliance with the Americans with Disabilities Act (ADA).
- Assist with the design of stable, reliable, and effective spreadsheets and databases to improve tracking, compilation, and analysis.
- Attend relevant section, division, and departmental staff meetings.
- Provide support for division and section level workforce engagement efforts.
- Perform other tasks as requested to ensure support NBS Follow-up and PHG section operations.
- Always represent the best interests of MDHHS and MPHI.
- All other duties as assigned.
Qualifications/Requirements:
Education: An associate or bachelor’s degree preferred. In lieu of a degree, candidates with a combination of experience, education and certifications will be considered.
Experience: One or more years of experience working in an office setting conducting administrative activities, or one or more years of experience as a research assistant or equivalent.
Important Skills and Characteristics:
- Highly organized and keen attention to detail.
- Knowledge of the organization and composition of letters, minutes, reports, etc.
- Knowledge of correct English usage, grammar, and spelling.
- Ability to use diplomacy and discretion when giving out information and referring and directing callers and visitors.
- Ability to meet schedules and deadlines of the work area, and to follow, apply, interpret, and explain instructions and/or guidelines.
- Ability to communicate effectively.
- Knowledge of organization and maintenance of filing systems (both electronic and paper), office practices, processes, and computer software programs.
- Knowledge of scheduling and coordinating travel arrangements.
- Ability to operate standard office equipment.
- Ability to learn and utilize computer processes.
- Ability to design forms and other professional documents.
- Ability to maintain favorable public relations.
- Knowledge of departmental policies, procedures and organizational relationships and the work area's mission and appropriate application or willingness to learn.
Work Environment and Physical Requirements: This position will work in a hybrid environment, requiring 1-2 days of in person work per week in a standard office environment. Involves significant computer-related activity including keyboarding and viewing a computer screen, frequent telephone, fax, and email communication. Job may occasionally require moderate physical effort such as lifting and transporting materials.
RESPONSIBILITY FOR THE WORK OF OTHERS: No assigned responsibility.
IMPACT ON PROJECTS, SERVICES AND OPERATIONS: Performs as a critical member of a team of professionals working to investigate environmental exposures within the State of Michigan.
REQUIRED COMMUNICATION
Contact Person/Group
Purpose
Frequency
Shelby Heppe
Management & Oversight of Position
Daily
Dominic Smith
Assignment and coordination of daily tasks
Daily
Newborn Screening Follow-up Section Staff
Collaboration and coordination of daily tasks
Daily to weekly
Public Health Genomics Section Staff
Collaboration and coordination of daily tasks
Daily to weekly
“For purposes of employment standards, this classification is Non-Exempt from the overtime provisions of the Fair Labor Standards Act.”
MPHI works with you to promote health for everyone. Together, we will build
a world where tomorrow is healthier than today!
MPHI is an EEO/AA employer that participates with e-verify.