Job Role Summary

Provides administrative support (answering phone, data entry, records and distributes minutes of meetings, etc.), outreach and other program assistance for the Indianapolis Healthy Start program.  Prepares health and well-being education materials for participants enrolled in the IHS program as needed.
 

Associated Job Duties

• Assists with new employee orientation by assembling program orientation packets for programs and orientating staff to Indianapolis Healthy Start program materials and resources. 
• Supports and maintain effective partnerships in the community 
• Supports campaigns to increase program reach and identify new opportunities and partnerships 
• Provides support with media development (i.e. newsletters/ community education/audio and visual content) 
• Responds to questions from employees, program participants and others relating to program issues/concerns. 
• Establishes and keeps current electronic folders for program, as needed, including grant application information, Health Resources Services Administration (HRSA) Healthy Start S-Drive; 
• Creates spreadsheets, power point and other presentations
• Records and distributes minutes of the following meetings IHS large staff and IHS Roundtable quarterly
• Ensures that office supplies are maintained and submits order requests to IHS Project Manager 
• Maintains department and program organization charts, contact information (IHS contact list and Department Emergency contact information) 
• Establishes and maintains a filing system that is paperless 
• Serves as contact person for information and supplies needed to assure efficient service (s) delivery by Healthy Start subcontractors 
• Maintains confidentiality of all client records and information as specified by the Health Insurance Portability and Accountability Act of 1996  
• Maintains confidentiality of sensitive programmatic, budget and personnel information  
• Maintain registration and attendance for all Community Connection Meetings  
• Participates in public health emergency preparedness exercises and in the response to public health emergencies, as directed
• Participates in a minimum of two H.O.P.E. events totaling a minimum of eight (8) hours annually 
• Other duties as assigned.

Qualifications

• Education/Licensure/Certifications/Experience:
• High School Diploma
• 3-5 years’ experience:  Office/Program/Executive Assistant; Customer Service;  or Data Management 

Knowledge, Skills & Abilities

• Knowledge of administrative and clerical procedures and systems
• Ability to type 50 wpm with low error rate; proficiency in Microsoft Office, including Word, Excel, and Access.
• High degree of verbal and written communication skills for a variety of contacts with other departments, individuals and outside agencies.
• Ability to compile and organize information, prioritize work, meet deadlines and work under pressure; ability to handle multiple tasks.
• Must be able to effectively communicate verbally and in writing  and with a wide variety of staff at various levels of knowledge and communication, as well as members of outside organizations/ agencies, and the public; ability to display patience, understanding, initiative, tack and maturity and the ability to communicate concepts and instructions clearly.

Working Environment

• Must have a valid driver’s license and good driving record for in-county travel.
• Must be able to lift up to 40 pounds.
• Sitting for long periods of time
• Continuous use of hands on the computer keyboard
• Long periods of viewing the computer monitor
• Local travel to Indianapolis Healthy Start, MCPHD District Offices, clinics and community agencies in Marion County