Executive Project Analyst

University of New Orleans•Baton Rouge, LA

11d•$50,000 - $60,000

About The Position

The Executive Project Analyst role involves researching and analyzing subject matters, gathering and organizing information, and drafting correspondence for LDH Leaders. The position provides regular updates on administrative project status, assists with the development and implementation of administrative processes and procedures, and reviews correspondence for accuracy. The analyst will identify and evaluate state policies, draft presentations and briefings, and manage complex and confidential administrative matters. This role also involves preparing leaders for legislative hearings and meetings, composing directives, disseminating information, and processing reports. Responsibilities include screening calls and correspondence, performing and supervising administrative support activities, monitoring and managing leader calendars, conducting special projects, understanding organizational structures, coordinating annual training, preparing confidential HR documents, entering help desk tickets, serving as an IT liaison, and assisting with onboarding and offboarding staff. The role also includes coordinating interview schedules, managing appointments and meetings, ensuring meeting logistics are in place, taking meeting notes, documenting action items, and maintaining effective working relationships with various stakeholders. Collaboration and back-up support for co-workers are also expected, along with performing other duties as assigned.

Requirements

Bachelor’s degree, or Associate’s degree plus 3 years of professional experience, or 6 years of professional work experience.
Minimum 1 year professional experience in federal/state programs, healthcare, or fast paced office environment.
Minimum 1 year professional experience reviewing and editing written content for product accuracy, and general proofing/grammar.
Proficient working knowledge of Microsoft Office and office equipment.
Excellent analytical skills.
Effective organizational and time management skills.
Great attention to detail and follow up.
Ability to manage projects, assignments, and competing priorities.

Nice To Haves

Advanced degree.
Minimum 2 years of professional experience federal/state programs, healthcare, or fast paced office environment.
Minimum 2 years of professional experience reviewing and editing written content for product accuracy, and general proofing/grammar.
Minimum 1 year of professional experience with LDH program support.
Experience with other Microsoft Office applications, including OneNote, SharePoint, Visio.

Responsibilities

Research and analyze subject matters.
Gather, organize, and compile information.
Draft correspondence for LDH Leaders.
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.
Identify and evaluate state policies utilizing state law, federal law, legislative acts, Leader orders, budgets, policy statements, and special reports.
Draft presentations, talking points, Leader briefings and situational reports on current initiatives or new policy, program, or system implementation.
Relieve the LDH Leader of a variety of complex and confidential administrative matters in assigned areas.
Prepare 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.
Receive monthly/annual/ad hoc reports; examine, compile, summarize, and prepare for submission to the Leaders.
Answer and screen calls/correspondence related to sensitive and confidential matters and determine appropriate action to be taken.
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 Leader’s request in coordination with assigned business owner; print calendars and prepare Leaders 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, etc.
Understand Outlook calendar and LDH internal departmental and external state government organization structure and personnel.
Coordinate annual training for Leaders by reminding them of deadlines via Outlook calendar.
Prepare confidential Human Resource documents as requested by the Leaders.
Enter help desk tickets for LDH Leaders and serve as IT liaison as needed.
Assist with onboarding and offboarding of newly hired staff.
Coordinate with administrative assistant for scheduling and preparation of interviews for posted positions.
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 Leaders.