Remote Administrative Assistant for Health Division Support

Job Overview

We are in search of a proactive and detail-oriented Administrative Assistant to deliver critical support to our teams within the Division of Trauma and Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care, and Rural Health (CDPCRH). In this vibrant and multifaceted role, you will play a pivotal part in facilitating seamless operations across both divisions.

Key Responsibilities

• Provide comprehensive administrative assistance to both divisions.
• Act as the liaison between program administration, state agencies, and interested stakeholders.
• Conduct research and formulate various reports for supervisory review.
• Manage correspondence and engage in verbal communication with the public and other agency officials.
• Route incoming correspondence to the appropriate personnel.
• Accelerate paperwork through necessary channels to guarantee timely processing.
• Reserve vehicles and meeting spaces using electronic systems.
• Organize out-of-state travel arrangements, including transportation, accommodations, and registrations, while entering details into the State of Indiana PeopleSoft system.
• Facilitate expense reporting for staff and coordinate arrangements for new hires, encompassing ordering nameplates and laptops.
• Review and distribute both incoming and outgoing mail.
• Participate in special projects, such as the J1 Visa Waiver program for CDPCRH.
• Secure necessary approvals for documents including letters of support and similar communications.
• Oversee clerical and administrative functions.
• Undertake additional responsibilities as assigned.
• Minimal travel to service locations may be necessary.
  
  

Required Skills

• High school diploma or equivalent.
• At least 3 years of full-time experience in administrative support, bookkeeping, office management, or a related discipline.
• Proficient in MS Office applications, including Outlook, Word, Excel, and Teams.
• Strong written communication skills, capable of drafting emails and correspondence with accurate grammar, spelling, and punctuation.
• Exceptional attention to detail, ensuring accuracy and confidentiality in data entry.
• Strong organizational and interpersonal capabilities.
• Completion of college-level or certificate-level coursework in administrative assistance or secretarial studies is a plus.
• Prior experience in arranging travel and managing calendars.
• Familiarity with PeopleSoft is preferred.
  
  

Career Growth Opportunities

This role offers exposure to diverse aspects of public health administration, providing opportunities to engage in special projects that may lead to further professional advancement within our esteemed organization.

Company Culture And Values

Our work environment promotes collaboration and a steadfast dedication to public health initiatives, underscoring teamwork and support for pivotal health programs. Join a dynamic group committed to making a difference in community health outcomes.

Employment Type: Contractor