MATERNAL AND CHILD HEALTH PROGRAMS SUPPORT

Job Role Summary

Provides administrative (answering phone, data entry, records and distributes minutes of meetings, etc.), outreach and other program assistance to the following Maternal and Child Health (MCH) Department programs: 40% FTE to Indianapolis Healthy Start (IHS) and 60% FTE total to the following: Bed and Britches Etcetera (B.A.B.E.); Fetal and Infant Mortality Review; Nutrition Services; Indianapolis Healthy Babies Consortium and Women Infant Children (WIC), as needed. Prepares health and well-being education materials for participants enrolled in the aforementioned programs as needed.

Essential Duties

• Assists with new employee orientation by assembling program orientation packets for programs andorientating staff to Maternal and Child Health programs and Indianapolis Healthy Start program materials and resources.
• Maintains IHS education packets.
• Represents MCH Department, IHS and other MCH programs, as needed, at outreach activities.
• Supports and maintain effective partnerships in the community.
• Supports campaigns to increase program reach and identify new opportunities andpartnerships.
• Provides support with media development (i.e. newsletters/ community education/audio and visual content).
• Provides support with Health Education classes, specifically Car Seat Safety and Safe Sleep Environment, as needed.
• Responds to questions from employees, program participants and others relating to program issues/concerns.
• Establishes and keeps current electronic folders for each program, as needed, including grant applicationinformation, Health Resources Services Administration (HRSA) Healthy Start S-Drive; Healthy Start S-Drive and MCH S-Drive.
• Creates spreadsheets, power point and other presentations.
• Records and distributes minutes of the following meetings MCH Staff Meetings (monthly); FIMRbimonthly; and IHS Roundtable quarterly.
• Ensures that office supplies are maintained and ordered for programs.
• Maintains department and program organization charts, contact information (IHS contact list and MCHDepartment Emergency contact information).
• Provides budget monitoring and reports as requested.
• Establishes and maintains a filing system that is paperless.
• Serves as contact person for information and supplies needed to assure efficient service (s) delivery byHealthy Start subcontractors.
• Makes appointments, schedules meetings, as needed.
• Makes travel arrangements for meetings and conferences.
• Processes  requests for the following: RICHOH, purchasing, travel, mileage and other reimbursements.
• Maintains confidentiality of all client records and information as specified by the Health InsurancePortability and Accountability Act of 1996.
• Maintains confidentiality of sensitive programmatic, budget and personnel information.
• Assist with coordination of IHS Community Action Network activities and maintain registration andattendance for all Community Connection Meetings.

Associated Job Duties

• Assist with data entry as needed.
• 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

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

Licenses/Certifications Required

• Must have a valid driver’s license.

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, andAccess.
• High degree of verbal and written communication skills for a variety of contacts with otherdepartments, 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 variouslevels 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.
• Understands MCH Programs.
• Judgment required in problem-solving/working with internal and external personnel from multiple organizational levels.
• High level of concentration, accuracy, attention to detail, ability to analyze and interpret data.

Working Environment

• Must have a 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, MCHD District Offices, clinics and community agencies in Marion County.