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 programming and internal capacity. OPHP works to enhance community, public health, and healthcare system resilience to prepare for, respond to, and recover from emergencies affecting public health.

The Administrative Analyst supports office operations, courses, events, online systems, communications, data collection, reporting, and equipment logistics. The role also represents OPHP at meetings and events and staffs the Medical Intelligence Center (MIC) during public health and healthcare emergencies. The position requires maintaining awareness of OPHP plans, protocols, and procedures for daily and emergency operations, and may include supervising interns.

Requirements

• Bachelor's degree required, preferably in education, technology, or public health; alternatively, two years of equivalent experience in an administrative, public health, emergency management, or related field may substitute for the undergraduate degree.
• Knowledge of standard office and business filing and recordkeeping systems and clerical 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

• Field of study related to education, technology, or public health.
• Proven ability to use web-based systems and editing tools.
• Customer service experience.

Responsibilities

• Provide administrative support for office functions, including course preparation, materials management, event preparation, room booking, package receipt, and other duties that support daily operations.
• Support logistics for events and courses, including scheduling meetings and trainings, managing registration, responding to participant inquiries, setup and breakdown, promotion, technical support, follow-up, and hosting webinars.
• Respond to general information inquiries, direct participants and interested parties to resources, and liaise with external agencies about disaster response, training opportunities, meetings, and office matters.
• Collaborate with private, state, local, and federal agencies, healthcare providers, and other organizations to exchange information and assist in resolving matters.
• Support management of online systems, including Moodle and Adobe Connect, and maintain databases.
• Maintain accurate records; assist with grant and internal reporting; and prepare reports and briefing materials on project status and recommendations for future action.
• Represent OPHP at meetings, conferences, and other events, and participate in training and educational opportunities as needed.
• Assist in developing, distributing, and editing plans, communications, brochures, online newsletters, advertisements for courses and events, and notices about community training and outreach opportunities.
• 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 management of inventory and logistics for OPHP response and recovery equipment and supplies, and coordinate with staff on projects.
• Understand the agency's role and chain of command in emergency response, demonstrate one's role in regular drills, adapt to evolving emergencies, recognize potential deviations from normal conditions, and take or facilitate appropriate action, including clear communication within the chain of command.
• May supervise interns.
• Perform other duties as required.

What This Job Offers

• Job Type: Full-time