Executive Project Analyst 2

University of New Orleans•Baton Rouge, LA

4d•$60,000 - $70,000

About The Position

The Executive Project Analyst role at LSU New Orleans involves researching and analyzing subject matters, gathering and organizing information, and drafting correspondence for the LDH Leader (executive staff). This position provides regular updates on administrative project status, assists with the development and implementation of administrative processes and procedures, and reviews correspondence for accuracy and completeness. The analyst ensures all written materials are audience-appropriate and accurate, identifies and evaluates state policies using various legal and governmental documents, and drafts presentations, talking points, executive briefings, and situational reports. The role also involves coordinating and leading discussions on initiatives and projects, relieving the LDH Leader of complex administrative matters, and preparing them for legislative hearings and key meetings by compiling necessary materials. The Executive Project Analyst composes and transmits directives, handles confidential correspondence, disseminates information, prepares specialized reports, and tracks correspondence and statistical information. They also answer and screen calls and correspondence related to sensitive matters, act as a mediator for internal conflicts, and communicate pertinent information to the LDH Leader. Additionally, the role involves performing and supervising administrative support activities, monitoring LDH Leader calendars, conducting and supervising special projects, and collaborating with various internal and external teams. This includes understanding organizational structures, coordinating training, preparing confidential HR documents, serving as an IT liaison, assisting with staff onboarding/offboarding, coordinating interview scheduling, and managing team functions. The analyst will schedule appointments and meetings, collect and prepare materials for attendees, ensure equipment is available and functional, take meeting notes, document action items, and follow up on their completion. Establishing and maintaining effective working relationships with contractors, stakeholders, and staff is crucial, as is providing back-up support for coworkers and supporting group goals. Other duties as assigned by the LDH Leader may also be part of this role.

Requirements

Bachelor’s degree, or Associate’s degree plus 3 years of professional experience, or 6 years of professional work experience.
Minimum two years of professional experience in federal/state programs, healthcare, or fast paced office environment.
Minimum two years of professional experience reviewing and editing written content for product accuracy, and general proofing/grammar.
Minimum one year of professional experience with Medicaid program support.
Minimum one year of professional experience with any project management software applications.
Lean Six Sigma Yellow Belt certification.
Excellent analytical skills.
Effective organizational and time management skills.
Great attention to detail and follow up.
Verbal/written communications skills.
Ability to manage projects, assignments, and competing priorities.

Nice To Haves

Minimum two years of professional experience with Medicaid program support.
Minimum two years of professional experience with any project management software applications.
Experience project managing more than one Medicaid project with a project team.
One certification of: SAFe® Scrum Master or Lean Six Sigma Green Belt or SAFe® Product Owner/Product Manager.
SAFe® Scrum Master certification and a Lean Six Sigma Green Belt certification.
Relevant industry related certifications such as CAPM, PMP, PgMP, PMI-ACP, PMI-RMP, PMI-SP, OPM3.

Responsibilities

Research and analyze subject matters.
Gather, organize, and compile information.
Draft correspondence for LDH Leader as assigned.
Provide regular updates regarding administrative project status.
Assist with development and implementation of administrative processes and procedures.
Review and edit correspondence for accuracy and completeness.
Ensure all written materials, responses and updates are audience appropriate and accurate.
Identify and evaluate state policies in broad and specific categories utilizing state law, federal law, legislative acts, executive orders, budgets, policy statements, and special reports.
Draft presentations, talking points, executive briefings and situational reports on current initiatives or new policy, program, or system implementation.
Coordinate and lead discussions pertaining to initiatives and projects involving the LDH Leader.
Relieve the LDH Leader of a variety of complex and confidential administrative matters in assigned areas.
Prepare LDH Leader for any legislative hearings or other key meetings including putting together binders of informational materials.
Compose and transmit directives or assignments to staff on behalf of the LDH Leader.
Compose and type correspondence involving routine and non-routine matters.
Disseminate requested information to staff or the public.
Compile information from various sources and prepare specialized reports; format reports according to department standards.
Receive monthly/annual/ad hoc reports from LDH Leader; examine, compile, summarize, and prepare for submission.
Track correspondence and statistical information, analyze data, create presentations, and prepare reports on various initiatives and projects pertaining to the LDH Leader.
Answer and screen calls/correspondence related to sensitive and confidential matters and determine appropriate action.
Act as a mediator for internal conflicts regarding issues related to the LDH Leader.
Communicate issues and pertinent information to LDH Leader as necessary through written and verbal communication.
Assist with internal and external communication, improving transparency, and providing information.
Perform and supervise administrative support activities such as maintaining files and central records, printing and duplicating services, and coordinating with administrative assistant for ordering supplies and equipment, and preparation of travel and personnel forms while adhering to protocol.
Monitor LDH Leader calendars and adjust as necessary to address conflicts, scheduling at LDH Leader request in coordination with assigned business owner; print calendars and prepare LDH Leader for the day.
Conduct and/or supervise special projects, such as tracking staff assignments and follow up by the due date to compile responses for the LDH Leader.
Interact, collaborate and communicate with executives, program teams, fiscal/FMO, budget, procurement, and technical teams.
Understand Outlook calendar and LDH internal departmental and external state government organization structure and personnel.
Coordinate annual training for LDH Leader by reminding them of deadlines via Outlook calendar.
Prepare confidential Human Resource documents as requested by the deputies or section chief.
Enter help desk tickets for LDH Leader and serve as IT liaison as needed.
Assist with onboarding and off boarding of newly hired staff.
Coordinate with administrative assistant for scheduling and preparation of interviews for posted positions.
Coordinate team functions by reserving conference rooms, planning entertainment, providing meeting agendas and paying attention to time management.
Schedule appointments and meetings, including both internal and large-scale cross-divisional meetings.
Inform all attending parties of the date, time, location, and objective of all meetings.
Ensure dates and times of meetings do not conflict with other appointments and that calendar in Outlook is updated at all times.
Collect, prepare, and assemble appropriate materials for attendees prior to meetings.
Ensure appropriate equipment is available for the scheduled meeting and is set-up and working prior to the meeting start time (projector, laptop, phone, etc.).
Take meeting notes as requested; document action items and follow-up for completion; share action item status updates with appropriate staff.
Establish and maintain cordial, effective working relationships with contractors, stakeholders, internal departmental staff, and external agency staff.
Collaborate on team projects, providing back‐up support for co‐workers when appropriate and actively supporting group goals.
Other duties as assigned from LDH Leader.