OAS Contracts & Positions - Coordinator 2

University of New Orleans•Baton Rouge, LA

1d•$55,000 - $65,000•Onsite

About The Position

Serves as the central point of coordination for all Office of Public Health (OPH) contracts and position requests submitted to the Office of the Assistant Secretary (OAS). Maintains and ensures the accuracy of the contracts and positions tracker, including status updates, approvals, and pending actions. Tracks and monitors items requiring review and approval by the Assistant Secretary and Deputy Secretary. Coordinates the submission and routing of position and contract documents to the Assistant Secretary and track progress through approval. Follows up with Deputy Assistant Secretaries, program leads, and OPH Contracts on outstanding items to ensure timely completion. Collaborates closely with the OPH Contracts Unit, which leads contract administration for the agency, to ensure alignment and completeness of submissions. Ensures all required documentation is complete, accurate, and aligned with agency and state requirements prior to executive review. Leads the development of weekly Contracts and Positions meeting agendas for the Assistant Secretary and Senior Advisor. Ensures agendas are complete, accurate, and submitted in a timely manner in accordance with LDH deadlines. Builds and maintain the positions and contracts binders for meetings, including all supporting documentation for contracts and position requests. Ensures all materials are printed, organized, and prepared for the Assistant Secretary in advance of meetings. Captures, tracks, and manages follow-up actions and next steps resulting from preparation meetings and Secretary-level meetings. Attends contracts and positions meetings, take detailed notes, and ensure all follow-up items are documented and assigned. Maintains visibility on decisions, approvals, and outstanding issues for executive leadership. Provides support on special projects and priority initiatives for the Assistant Secretary and Senior Advisor. Assists with executive-level coordination for time-sensitive and high-priority agency initiatives, ensuring alignment across OPH leadership and programs. Leads or supports the development of briefing materials, presentations, talking points, and executive summaries for internal and external stakeholders. Coordinates cross-functional efforts across bureaus, regions, and partner offices to advance strategic initiatives and ensure timely deliverables. Supports the planning and execution of leadership meetings and special events, including logistics, materials preparation, and follow-up. Conducts research, compile data, and synthesize information to inform decision-making and support executive priorities. Assists in developing and improving internal processes, tools, and workflows to enhance efficiency within the Office of the Assistant Secretary. Supports the creation, organization, and quality control of executive binders and meeting materials for high-level meetings and briefings. Provides surge support on emerging priorities, including legislative requests, Secretary-directed initiatives, and urgent operational needs. Assists the Executive Staff Officer when needed on special tasks. Maintains SharePoint, Google documents, and other tracking tools to provide real-time visibility into contract and position workflows. Provides regular status updates to the Assistant Secretary and Senior Advisor on pending, approved, and delayed items. Ensures clear communication across executive leadership, program areas, and support units regarding expectations, deadlines, and status updates. Maintains a high level of coordination and communication with OPH leadership and program management, while ensuring visibility of OPH efforts at the regional and local levels. Supports emergency operations as needed, including hurricanes or other natural disasters. Maintains current training as required by LDH, FEMA, and other state, local, or federal entities. 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.
Minimum 2 years professional experience performing administrative functions within an office environment or health care field.
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 3 years professional experience performing administrative functions within an office environment or health care field.
Minimum 1 year professional experience maintaining tracking systems, records, or workflow logs for status tracking and follow-up actions.
Minimum 1 year professional experience with project or program coordination.
Relevant industry certifications.

Responsibilities

Serve as the central point of coordination for all Office of Public Health (OPH) contracts and position requests submitted to the Office of the Assistant Secretary (OAS).
Maintain and ensure the accuracy of the contracts and positions tracker, including status updates, approvals, and pending actions.
Track and monitor items requiring review and approval by the Assistant Secretary and Deputy Secretary.
Coordinate the submission and routing of position and contract documents to the Assistant Secretary and track progress through approval.
Follow up with Deputy Assistant Secretaries, program leads, and OPH Contracts on outstanding items to ensure timely completion.
Collaborate closely with the OPH Contracts Unit to ensure alignment and completeness of submissions.
Ensure all required documentation is complete, accurate, and aligned with agency and state requirements prior to executive review.
Lead the development of weekly Contracts and Positions meeting agendas for the Assistant Secretary and Senior Advisor.
Build and maintain the positions and contracts binders for meetings, including all supporting documentation.
Capture, track, and manage follow-up actions and next steps resulting from preparation meetings and Secretary-level meetings.
Attend contracts and positions meetings, take detailed notes, and ensure all follow-up items are documented and assigned.
Provide support on special projects and priority initiatives for the Assistant Secretary and Senior Advisor.
Assist with executive-level coordination for time-sensitive and high-priority agency initiatives.
Lead or support the development of briefing materials, presentations, talking points, and executive summaries.
Coordinate cross-functional efforts across bureaus, regions, and partner offices to advance strategic initiatives.
Support the planning and execution of leadership meetings and special events.
Conduct research, compile data, and synthesize information to inform decision-making.
Assist in developing and improving internal processes, tools, and workflows.
Support the creation, organization, and quality control of executive binders and meeting materials.
Provide surge support on emerging priorities, including legislative requests and urgent operational needs.
Assist the Executive Staff Officer when needed on special tasks.
Maintain SharePoint, Google documents, and other tracking tools to provide real-time visibility into contract and position workflows.
Provide regular status updates to the Assistant Secretary and Senior Advisor on pending, approved, and delayed items.
Ensure clear communication across executive leadership, program areas, and support units regarding expectations, deadlines, and status updates.
Maintain a high level of coordination and communication with OPH leadership and program management.
Support emergency operations as needed, including hurricanes or other natural disasters.
Maintain current training as required by LDH, FEMA, and other state, local, or federal entities.
Perform other tasks as assigned.