Administrative Analyst

Boston Public Health Commission • Boston, MA

3d

About The Position

The Office of Public Health Preparedness (OPHP), a division of the Boston Public Health Commission, seeks an Administrative Analyst to support and implement administrative processes that strengthen OPHP’s programming and internal capacity. OPHP’s mission is to enhance community, public health, and healthcare system resilience to prepare for, respond to, and recover from emergencies that affect public health.

The Administrative Analyst supports office operations, courses, trainings, events, online systems, recordkeeping, reporting, communications, and coordination with internal and external partners. The position also supports OPHP emergency operations, including staffing the MIC during public health and healthcare emergencies, and may supervise interns. The employee may attend meetings, conferences, trainings, and other educational opportunities related to emergency preparedness, response, and recovery.

Requirements

• A bachelor’s degree is required; a field related to education, technology, or public health is preferred. Alternatively, two years of equivalent experience in administration, public health, emergency management, or a related field may substitute for the undergraduate degree.
• Knowledge of standard office and business filing and recordkeeping systems and clerical office practices.
• Demonstrated knowledge and experience with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to write clear, concise reports and to follow and give clear written and oral instructions.
• Ability to analyze and interpret information and data.
• Excellent written and verbal communication skills.
• Ability to work as a team member and establish and maintain professional working relationships.
• Exceptional organizational skills and demonstrated knowledge of project management processes.
• Ability to meet deadlines and manage projects under stressful conditions.
• High degree of accuracy and attention to detail; ability to produce accurate work rapidly, check and verify information, and complete assignments independently.
• Proven ability to quickly learn and apply new technologies.
• Highly developed conceptual and analytical skills.
• Has obtained or is willing to obtain Certified Emergency Manager/Associate Emergency Manager (CEM/AEM) certification.

Nice To Haves

• A degree in a field related to education, technology, or public health.
• Proven ability to use web-based systems and editing tools.
• Customer service experience.

Responsibilities

• Provide administrative support, including course preparation, materials management, event preparation, room booking, package receipt, and other office duties.
• Support logistics for events and courses, including scheduling, registration, participant inquiries, setup and breakdown, promotion, technical support, and follow-up.
• Host webinars.
• Answer general information inquiries and direct participants and interested parties to appropriate resources.
• Respond to inquiries and maintain liaison with external agencies, healthcare providers, and other organizations to exchange information and assist with issue resolution.
• Support online systems, including Moodle and Adobe Connect, and maintain multiple databases.
• Maintain accurate records; assist with grant and internal reporting; and prepare project status reports and briefing materials, including recommendations for future action.
• Represent OPHP at meetings, conferences, and other events as needed.
• Assist in developing, distributing, and editing plans, communications, brochures, newsletters, advertising, and other program materials.
• Staff the MIC during emergencies affecting public health and healthcare, and maintain awareness of OPHP plans, protocols, and procedures for daily and emergency operations.
• Support inventory and logistics management for OPHP response and recovery equipment and supplies.
• Coordinate with OPHP staff on projects as needed.
• Follow emergency-response roles and chain of command, participate in drills, adapt to changing emergencies, recognize potential emergencies, and communicate or facilitate appropriate action.
• May supervise interns.
• Perform other duties as required.

What This Job Offers

• Job Type: Full-time