BSS Program Support - Coordinator 1

University of New Orleans•Baton Rouge, LA

5h•$45 - $55

About The Position

Performs administrative, program support, and operational support functions for a regulated public health program within the Office of Public Health (OPH), Bureau of Sanitarian Services (BSS) which may include consumable hemp and medical marijuana regulatory activities. Reviews and evaluates product submissions, including labels, formulations, certificates of analysis (COAs), laboratory reports, and supporting documentation to determine compliance with applicable state statutes, administrative rules, and program policies. Verifies laboratory testing results for required analytes and ensures laboratories are properly recognized and documentation meets program standards. Identifies compliance deficiencies, documents findings, and communicates required corrections, denials, or requests for additional information to licensees, registrants, and applicants in accordance with established timelines. Tracks, monitors, and documents program activities using internal databases, tracking systems, and registries to ensure accurate recordkeeping and timely follow-up. Collaborates with team members to create, maintain, and update the Consumable Hemp Product (CHP) Registry, ensuring product records, approvals, expirations, and status changes are accurate and current. Processes payments for product labels, permits, registrations, renewals, and plan reviews, ensuring fees are assessed and recorded in accordance with BSS fiscal and state accounting procedures. Generates invoices, receipts, payment confirmations, and supporting fiscal documentation, and reconciles records to support audits, reporting, and internal controls. Serves as a primary point of contact for regulated entities, laboratories, internal staff, and partner agencies by responding to inquiries regarding regulations, submission requirements, program procedures, and application status. Conducts regular follow-up communications with licensees, registrants, laboratories, and internal staff to obtain outstanding documentation and ensure timely resolution of compliance matters. Documents program-related telephone calls, emails, and stakeholder communications in detail and maintains a daily communication log to support program tracking, accountability, and reporting requirements. Coordinates and supports enforcement and compliance activities by compiling documentation, tracking corrective actions, and preparing materials for inspections, investigations, or legal review as requested. Assists in the development, revision, implementation, and documentation of policies, standard operating procedures (SOPs), guidance documents, and internal workflows related to regulated activities. Compiles, analyzes, and organizes data to prepare reports, summaries, correspondence, public records responses, and internal program metrics Attends meetings with staff and other state partners to support coordination related to cannabis policy, program implementation, and interagency processes. Provides comprehensive administrative support, including calendar management for key staff, meeting coordination, preparation of materials, recording meeting notes, drafting professional emails and memoranda, and routing incoming communications. Assists with printing, mailing, electronic distribution, and record maintenance of correspondence, notices, approvals, and regulatory communications. Prepares requisitions and purchase requests for program supplies, services, and equipment in accordance with state procurement policies. Maintains and tracks inventory, materials, and files to ensure proper documentation and accountability. Assists with travel coordination for staff in compliance with state travel regulations. Supports special projects, cross-bureau initiatives, and program implementation efforts related to changes in cannabis laws, rules, or administrative directives. Other tasks as assigned.

Requirements

Bachelor’s degree, or Associate’s degree plus 3 years of professional experience, or 6 years of professional work experience.
Excellent analytical and critical thinking skills; effective organizational and time management skills.
Great attention to detail and follow up.
Ability to manage projects, assignments, and competing priorities.
Proficient in the use of Zoom, Teams, and Microsoft Office, including but not limited to Outlook, Word, and Excel.

Nice To Haves

Advanced degree.
Minimum 1 year professional experience performing administrative functions within an office environment or health care field.
Minimum 1 year professional experience with project or program coordination.
Minimum 1 year professional customer service experience.
Minimum 1 year professional experience with data entry/analysis.

Responsibilities

Performs administrative, program support, and operational support functions for a regulated public health program within the Office of Public Health (OPH), Bureau of Sanitarian Services (BSS) which may include consumable hemp and medical marijuana regulatory activities.
Reviews and evaluates product submissions, including labels, formulations, certificates of analysis (COAs), laboratory reports, and supporting documentation to determine compliance with applicable state statutes, administrative rules, and program policies.
Verifies laboratory testing results for required analytes and ensures laboratories are properly recognized and documentation meets program standards.
Identifies compliance deficiencies, documents findings, and communicates required corrections, denials, or requests for additional information to licensees, registrants, and applicants in accordance with established timelines.
Tracks, monitors, and documents program activities using internal databases, tracking systems, and registries to ensure accurate recordkeeping and timely follow-up.
Collaborates with team members to create, maintain, and update the Consumable Hemp Product (CHP) Registry, ensuring product records, approvals, expirations, and status changes are accurate and current.
Processes payments for product labels, permits, registrations, renewals, and plan reviews, ensuring fees are assessed and recorded in accordance with BSS fiscal and state accounting procedures.
Generates invoices, receipts, payment confirmations, and supporting fiscal documentation, and reconciles records to support audits, reporting, and internal controls.
Serves as a primary point of contact for regulated entities, laboratories, internal staff, and partner agencies by responding to inquiries regarding regulations, submission requirements, program procedures, and application status.
Conducts regular follow-up communications with licensees, registrants, laboratories, and internal staff to obtain outstanding documentation and ensure timely resolution of compliance matters.
Documents program-related telephone calls, emails, and stakeholder communications in detail and maintains a daily communication log to support program tracking, accountability, and reporting requirements.
Coordinates and supports enforcement and compliance activities by compiling documentation, tracking corrective actions, and preparing materials for inspections, investigations, or legal review as requested.
Assists in the development, revision, implementation, and documentation of policies, standard operating procedures (SOPs), guidance documents, and internal workflows related to regulated activities.
Compiles, analyzes, and organizes data to prepare reports, summaries, correspondence, public records responses, and internal program metrics
Attends meetings with staff and other state partners to support coordination related to cannabis policy, program implementation, and interagency processes.
Provides comprehensive administrative support, including calendar management for key staff, meeting coordination, preparation of materials, recording meeting notes, drafting professional emails and memoranda, and routing incoming communications.
Assists with printing, mailing, electronic distribution, and record maintenance of correspondence, notices, approvals, and regulatory communications.
Prepares requisitions and purchase requests for program supplies, services, and equipment in accordance with state procurement policies.
Maintains and tracks inventory, materials, and files to ensure proper documentation and accountability.
Assists with travel coordination for staff in compliance with state travel regulations.
Supports special projects, cross-bureau initiatives, and program implementation efforts related to changes in cannabis laws, rules, or administrative directives.
Other tasks as assigned.