Population Surveys Program Specialist

Arizona Department of Administration•Phoenix, AZ

28d•Onsite

About The Position

This position supports the day-to-day operational activities of the Arizona Pregnancy Risk Assessment Monitoring System (PRAMS), the Youth Risk Behavior Survey (YRBS)/School Health Profiles (Profiles), and other projects as needed, by providing technical assistance, administrative support, and coordination of budget, procurement, contracts, and outreach efforts. Under the direction of the PRAMS Coordinator, this role conducts participant interviews, manages data and web activities, prepares materials, maintains participant engagement, coordinates with state and federal partners, and serves as a technical support liaison for PRAMS systems. Under the direction of the YRBS Coordinator, this role prepares survey materials, supports virtual and in-person survey administration at schools across the state, manages data and survey responses, follows up with non-responding schools to encourage participation, and tracks completions to distribute participant incentives. The position also assists with overseeing contract operations, vendor quotes, program inventory, invoicing, meeting coordination, report preparation, and ensuring compliance with the Health Insurance Portability and Accountability Act and ADHS policies. The Program Specialist is the liaison between the program and the finance, procurement, and controller’s offices, facilitating ordering and purchasing while adhering to agency and bureau policies and workflows.

Requirements

Strong knowledge of agency/bureau/office practices and procedures.
English, grammar, and mathematics.
Office machines, computers, and MS Office products.
State and ADHS policies and procedures.
General knowledge of surveillance programs, research studies, or population-based surveys.
Maternal and child health.
Project coordination approaches.
Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
Customer service and administrative support.
Efficient and meets deadlines.
Excellent oral and written communication.
Create and maintain harmonious relations with various internal and external contacts, including persons at all levels of the organization, representatives of other agencies, and representatives of the private sector and the community.
Group process and organizational design as it applies to partnering with community stakeholders and consumers.
Program and budget management, planning and evaluation.
Developing and maintaining working relationships with internal and external customers.
Word processing, spreadsheet software and database function (Google Suites and Microsoft Office).
Excellent computer skills including database entry and management, spreadsheet and word processing software.
Establish and maintain accountability for all work and maintain effective working relationships. Work as a team member and possess problem solving skills.
Make changes to correct errors. Time management excellence.
Advanced multitasking ability.
Great attention to detail.
Demonstrate problem-solving and initiative on job related function.
Adaptable, multi-task and manage multiple projects.
Collaborate and anticipate program needs.
Exercise discretion and independent judgment.
Must possess a valid Driver's license.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

Bilingual (English/Spanish) a plus.

Responsibilities

Facilitate participant calling, recruitment, and follow-up. Conduct and monitor telephone interviews with PRAMS participants, including evening and weekend calls as needed. Maintain participant contact through scheduled mailings, re-mailings, follow-up calls, and on-site visits to schools.
Perform data activities, including data entry (including Spanish-to-English responses), data verification, correction, and completion of surveys (by mail, telephone and web). Track response rates to ensure CDC thresholds are met or exceeded.
Oversee PRAMS and YRBS contract operations, monitor budgets, collect vendor quotes, process invoices, manage inventory, and coordinate procurement activities with offices across the agency. Maintain compliance with state, agency, division, and bureau-specific policies and procedures.
Prepare survey materials in English and Spanish in accordance with established protocols, ensuring 100% accuracy and adherence to project timelines.
Participate in outreach activities, including steering committee meetings, stakeholder engagements, and statewide conferences, to promote PRAMS, YRBS, and other survey projects. Attend project meetings to prepare agendas, record notes, and coordinate follow-up activities.
Develop and implement standard operating procedures (SOPs) to streamline recurring administrative tasks to enhance efficiency across the office.
Other duties as assigned as related to the position

Benefits

Affordable medical and dental insurance plans
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
10 paid holidays per year
Wellness program and plans
Life insurance
Short/long-term disability insurance
Defined retirement plan
Award winning infant at work program
Credit union membership
Transit subsidy
ADHS Student Assistance Pilot Program