Administrative Programs Specialist I, II

State of Oklahoma • Oklahoma City, OK

1d • Onsite

About The Position

The Administrative Program Specialist supports the day-to-day administration, tracking, and operational management of the Trauma Care Assistance Revolving Fund (Trauma Fund). This position ensures provider submissions are complete, validated, processed, and prepared for reimbursement in compliance with Oklahoma Administrative Code (OAC 310:669), applicable state statutes, and Oklahoma State Department of Health (OSDH) policies.

Requirements

• Level I: Bachelor’s degree with one year of professional experience in health administration, finance, data management, or a related field. Experience working with complex datasets, Excel macros, or structured document workflows. Or a combination of education and experience.
• Level II: Bachelor’s degree with Two-years of professional experience in health administration, finance, data management, or a related field. Experience working with complex datasets, Excel macros, or structured document workflows. Or a combination of education and experience.

Nice To Haves

• Knowledge of Oklahoma EMS rules and statutes; knowledge of a variety of leadership practices, motivational techniques, management styles, and supervisory principles; ability to apply appropriate skills across a wide range of situations; excellent written, verbal, and interpersonal communication skills; ability to build and maintain effective relationships within the agency and with external partners; strong critical-thinking skills with the ability to prioritize and advance the agency’s mission, vision, and values; and the ability to extract and analyze data from multiple systems to identify trends, patterns, and opportunities for business and process improvement.

Responsibilities

• Assist with operational steps of the Trauma Fund reimbursement cycle.
• Maintain and enforce Trauma Fund timelines, deadlines, and submission requirements.
• Coordinate workflow among Emergency Medical Service (EMS), Trauma Registry, MedFac, Finance/Accounts Payable, Procurement, and Program Management.
• Track reimbursement cycle progress using internal tools and ensure all tasks remain on schedule.
• Receive, log, and track provider submissions through Box.
• Utilize the Provider Check-In Sheet to ensure all required fields and documents are complete.
• Verify the presence of required forms, including memorandum of agreement, claim forms, attestations, and financial documentation.
• Identify missing, incomplete, or incorrect submissions and communicate required corrections to providers.
• Validate provider-submitted data for completeness, accuracy, and proper formatting.
• Ensure all documents meet Trauma Fund eligibility, reporting, and file structure requirements.
• Maintain accurate version control for received and processed files.
• Coordinate with Trauma Registry and EMS programs to confirm case lists are complete and correctly attributed.
• Responsible for performing calculations using the required macros, including Clean Novitas Data, Split File by Column, complex file creation, and invoice generation.
• Troubleshoot macro or file errors and coordinate resolution with IT or Program Management.
• Ensure macro-outputs are correctly named, saved, and stored in accordance with OSDH standards.
• Build and maintain consolidated complex files for hospitals, EMS agencies, and physicians.
• Review datasets for completeness, duplicate records, formatting issues, and alignment with Major Trauma Case List (MTCL) and EMS lists.
• Prepare validated data sets for allocation calculations.
• Maintain accurate and compliant records for each reimbursement cycle, including MTCL versions, provider submissions, complex files, calculations, and invoices.
• Archive documents in accordance with OSDH retention schedules, audit requirements, and state policy.
• Run invoice creation macros and verify the accuracy and completeness of invoice details.
• Assemble complete invoice packets for submission to Finance/Accounts Payable using required templates.
• Submit invoices through appropriate Accounts Payable channels and document confirmation of receipt.
• Being present at the office is an essential function of the job.
• Other duties as assigned.

Benefits

• Generous state paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• Retirement Savings Plan with a generous match.
• 15 days of vacation and 15 days of sick leave the first year for full time employees.
• 11 paid holidays a year.
• Student Loan repayment options & tuition reimbursement.
• Employee discounts with a variety of companies and venders.
• Longevity Bonus for years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level