Program Specialist

Arizona Department of Administration • Phoenix, AZ

24d • Onsite

About The Position

The Program/Project Specialist will be working in the Office of Tobacco Prevention and Cessation (OTPC) to provide leadership and coordination for the Tobacco Revenue Utilization, Spending and Tracking (TRUST) Commission, a statewide partner coalition which is statutorily required to be maintained by ADHS. This role is essential in optimizing processes, managing coalition operations, overseeing projects, and fostering collaboration among TRUST Commission members and ADHS staff to ensure the seamless execution of program initiatives. The ideal and desired candidate will excel in project management, communication, and organizational leadership to support diverse initiatives that promote community health and well-being. This position supports the Bureau of Chronic Disease & Health Promotion (BCDHP) by creating and supporting critical initiatives that enhance the level of efficiency, structure, and systems across bureau programs.

Requirements

• Knowledge of the principles and practices of coalition administration.
• Knowledge of Open Meeting Laws (OML) for the State of Arizona
• Knowledge of Coalition management, development, and oversight.
• Knowledge of Department rules, regulations, policies and procedures pertaining to financial management, accounting, and procurement.
• Knowledge of Department and bureau contract monitoring requirements.
• Skilled in problem solving.
• Skilled in multi-tasking.
• Skilled in conflict resolution.
• Skilled in teamwork.
• Skilled in using Microsoft Word documents, Microsoft Excel spreadsheets, and Google Workspace (Folders, Documents, and Sheets).
• Skilled in basic data entry.
• Skilled in using web portals (Qualtrics, etc.) to log in and download documents.
• Skilled in organizing digital documents
• Ability to ensure accuracy and efficiency in all aspects of work.
• Proficient in relevant tools to manage and track progress. (Microsoft Office, Google Workspace, and Adobe Acrobat)
• Strong planning, execution, and coordination abilities.
• Driver’s license

Nice To Haves

• Minimum of 1-2 years’ experience working in a program/project coordination capacity with increase project responsibility.
• Extensive background in office management/protocols, research, report writing, and problem solving
• Bachelor's Degree in Public Administration.
• Degrees in public health, public administration, health policy, or business management preferred.

Responsibilities

• Supporting TRUST Commission Chair and OTPC Office Chief with agenda development, drafting minutes, preparing meeting materials, scheduling speakers as directed by the TRUST Chair and OTPC Office Chief.
• Supporting open meeting law (OML) requirements for all meetings.
• Support senior ADHS and TRUST Commission leadership with detailed reporting and status updates, offering clear visibility into ongoing project progress and alignment with strategic objectives.
• Coordinate activities (including member nomination process and Chairperson appointment) across office and bureau programs respectively, facilitate communication among ADHS staff and coalition members, and create standardized documentation to ensure consistent execution and prevent missed deadlines.
• Manage project timelines, deliverables, and task prioritization, tracking progress and maintaining accurate records (including member contact list, service term, bylaws, and other governance documents) in systems and databases.
• Manage and update TRUST webpages on azdhs.gov as requested by the ADHS Office Chief and the TRUST Chairperson.
• Deliver presentations to leadership and cross-functional teams, providing updates, insights, and actionable recommendations to align with project goals and improve processes.
• Support BCDHP Office Chiefs and coalition Chairs with operations and implementation activities per Proposition 303.
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level