Administrative Specialist

Position Highlights:

Position Title: Administrative Specialist

Location: Hybrid (must be located in Arizona)

Position End Date: 7/31/2024

Salary: $56,000 plus benefits

Overview:

The CDC Foundation seeks candidates for a full-time Administrative Specialist to support the Arizona Department of Health Services. The position will report to the Chief of the Office of Healthcare-Associated Infections, and work under the general direction of the Office Chief and program managers to provide administrative support to office staff within the various programs in the Office of Healthcare-Associated Infections.

This is an outstanding opportunity to work with the nation’s leading agency charged with protecting the public's health. The CDC Foundation offers a competitive salary and attractive benefits package.

Qualifications:

• Bachelor’s degree required
• General knowledge of the principles and practices of public health, public health agencies, and their services
• Ability to plan, organize, and provide administrative support to other team members
• Experience using computer software, including MS Office or Google Workspace
• Experience conducting telephonic and email communications, data collection, and data entry
• Ability to work collaboratively; willingness to establish and maintain effective working relationships
• Ability to use critical thinking to determine whether a problem exists and present ideas accurately, concisely, and effectively
• Ability to prepare, present, and review oral and written information and reports
• Initiative and resourcefulness in gathering and compiling information
• Ability to develop, recommend, interpret, and apply policies and procedures
• Ability to analyze financial records and prepare reports
• Willingness to support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination
• Experience with Continuous Quality Improvement (CQI) and Lean methodologies preferred
  
  
  

Responsibilities:

• Coordinates the development of the Office’s newsletter with Program Managers and the Office Chief and distributes to stakeholders each month
• Monitors daily emails and voicemails to the Office and ensures follow-up is completed
• Consults with program staff regarding program goals, objectives, accountability, and delivery of services and provides administrative support to ensure deliverables are met
• Develops operating procedures, plans, manuals, and tracking mechanisms
• Tracks purchases and supplies and routinely updates, maintains, and orders supplies and educational materials
• Coordinates large mail outs of materials or equipment pickup
• Assists program staff with maintaining the program websites
• Assists in planning and coordinating conferences sponsored by the Office or Bureau; staffs conference registration desks
• Organizes physical and electronic files and documentation
• Assists with meeting coordination, planning, preparation, and notetaking; provides badging for meetings as needed
• Manages mailing/distribution lists and keeps them updated
• Participates in and provides suggestions for continuous quality improvement projects within the Office or Bureau
• Must have and maintain a valid driver’s license, automobile insurance, and reliable private transportation
  
  
  

Special Notes:

This position requires the operation of a motor vehicle as a component of the job responsibilities and duties. In adherence with CDC Foundation’s Driver Safety Motor Vehicle Policy (“Policy”), offers for employment for this position require the Applicant to provide authorization to the CDC Foundation to conduct a Motor Vehicle Record (“MVR”) review both pre-employment and also annually post-employment while in this position. Additionally, if an offer of employment is accepted, employees in these positions must possess and maintain a valid driver's license in their state of residence, self-report motor vehicle violations/convictions, and provide proof of acceptable insurance coverage with mandatory minimum coverages as set forth within the Driver Safety Motor Vehicle policy. All offers of employment and continued employment for this position are contingent upon meeting all minimum qualifications of this Policy.

This role is involved in a dynamic public health program. As such, roles and responsibilities are subject to change as situations evolve. Roles and responsibilities listed above may be expanded upon or updated to match priorities and needs, once written approval is received by both the CDC Foundation and Arizona Department of Health Services, in order to best support the State

of Arizona in their public health programming.

This position is Hybrid and located in Arizona. CDC Foundation retains the right to make adjustments to this as required.