Purpose: This position will act as the Unit’s Training and Conference Registrar using an on-line registration platform and provides program support to the Training Unit. This position will coordinate office activities and perform a wide variety of clerical duties and administrative support for the Unit Manager and staff. The duties shall include preparing, maintaining and distributing documents, state-wide training preparation and coordination, process applications using the new, on-line system, maintaining office records, reports and correspondence, and procuring goods and services required by the unit’s functions. This position requires proficient skills in Microsoft Office applications, as well as excellent grammar, communication - both written and verbal, and proofreading skills. It requires the ability to work in a high- volume, fast-paced work environment with multiple staff on various projects.
Duties and Responsibilities:
Duty 1- Percentage 50 Serve as Registrar for the training registration process. • Operate standard office equipment including personal computer to prepare and produce documents, presentations, reports and departmental/state government forms. • Process training registrations and certification training applications for training program staff. Reviews and evaluates requests for training to verify qualifications for attendance have been met. Maintain records of participants within Care and Prevention training programs and create certificates of completion. • Maintain records of participants within care and prevention training programs. • Input approved training evaluation questions into each training built in the system. • Use new Cvent registration platform to build training events and other meetings overseen by Care and Prevention Section staff. This includes evaluation, scoring and Certificate of Completion emails sent by system. Notifies interested parties of upcoming events, meetings, and trainings. • Collaborate with MPHI, to provide training results for nurses completing CTR Module 3 in order to award Continuing Education Units. • Communicate with Care and Prevention trainers to determine their needs for upcoming trainings – supplies, publishing orders, catering, and venue procurement. • Create a step-by-step procedural manual for using the Cvent as a desk reference for the position. • Provide Evaluation Team with survey responses from Counseling, Testing, and Referral trainings on a monthly basis. • Reporting monthly training statistics for section metrics. • Promote training in Cvent.
Duty 2- Percentage 25 Provide administrative support to the Unit office activities. • Work with secretaries in division when necessary. • Attend meetings with unit staff for the purposes of recording/composing meeting notes and/or minutes, assisting meeting facilitator with documenting decisions using flip charts and other tools. • Process training registrations and certification training applications for training program staff. Maintain records of participants within care and prevention training programs and create certificates of completion. • Establish and maintain office files, electronic files, and other records in connection with various programs/teams concerning the work within the unit. Use knowledge of the organization to compose letters, minutes, reports, charts, and spreadsheets. • Make copies, file and maintain documents, correspondence, and reports for the Unit. Retrieves, updates, and verified information from electronic files. Electronically scan all training file contents (Sign-in sheets, registrations lists, communications from/to Registrar/staff/attendees, and expense forms sent to MPHI) generated for the Unit. • Maintain confidentiality of program and client level data exposed to when in the office. • Receives and screens visitors and telephone calls for the Unit, take messages, schedule appointments or meetings for the unit manager and staff both internally and externally. Provide necessary information to callers requiring unit’s operations or the interpretation and application of policies and procedures within the unit. • Work with staff in preparing PowerPoint presentations, as requested. • Assists in creating and revising forms; proposes procedures, and formats. • Manage unit’s email distribution list. Coordinate messaging with various section staff. Craft, format, and review broadcasts to the lists. • Collaborate with management and staff regarding issues with scheduling, logistics, and cancellations on their calendar or scheduled meetings. • Prepare, proofread, edit, format, review, maintain, finalize and distribute formal and informal documents with some latitude as content for unit manager and staff. • Distributes Unit mail, packages and faxes.
Duty 3- Percentage 10 Serve as liaison between management and staff regarding other office functions. • Operate standard office equipment including personal computer to prepare and produce documents, presentations, reports and departmental/state government forms using Microsoft Word, PowerPoint, Excel spreadsheet, Access Database software and Outlook. • Provides management of upcoming details, concerns, or problems. • Schedules appointments, meetings, and conferences for managerial staff. • Prepare, proofread, edit, format, review, maintain, finalize and distribute formal and informal documents with some latitude as content for unit manager and staff. • Compose and edit correspondence to a variety of audiences including MDHHS staff and external stakeholders. • Schedule and prepare meetings, appointments, conferences, and events for the Unit manager and staff; both internally and externally. Notifies interested parties of upcoming events, meetings, and trainings. • Provides managers with recommendations for improving efficiency and economy of operation of unit as well as the office setting in general. • Provides guidance to management and staff regarding adherence of various policies and procedures. • Monitors leave usage by staff to be used for timesheet audit purposes. • Follows up on staff assignments for progress when requested.
Duty 4- Percentage 10 Arrange for goods and services required by the Unit to carry out their functions and duties. • Assist making and preparing arrangements to meet the Unit staff’s needs regarding statewide and out-of-state travel. • Prepare, arrange and assist the Unit with meetings, trainings, conferences and other events. Schedule locations, draft MDHHS and MPHI expenditure forms, room set- ups and ordering/preparing materials necessary for events as a whole. • Determines upcoming supply needs for Unit and places order with authorized party.
Duty 5- Percentage 5 Other duties, as assigned. • Assist other Unit, Section and Division staff on major projects as requested. • Provide phone and other support coverage for the Division, as needed. • Attend and participate in Unit, Section, and Division staff meetings and trainings – both mandatory and optional.
Education: Education typically acquired through completion of high school. Developing knowledge of work procedures and processes is required at the intermediate level, considerable knowledge is required at the experienced level, and thorough knowledge is required at the advanced level.
Experience: 2-4 years of office experience involving administrative support practices. Knowledge of office practices, procedures and computer software programs.
Important Skills and Characteristics: This position provides a wide variety administrative support which requires knowledge, technical skills and experience managing assignments, tasks and projects for the Unit manager and staff. It is the essential function of this position to be able to analyze and assess services and operations for efficiency, effectiveness, quality and the ability to make recommendations for improvements within the units. Requires the ability to determine work priorities. The position assists in keeping the Unit manager informed of office details, and to work directly with unit staff, particularly with training program staff, on logistical needs throughout the year. Have the ability to understand the supervisor/manager’s point of view regarding meetings, priorities, deadlines, and details. Be able to follow, apply, interpret, and explain policy, instructions and/or guidelines. Typing skill from clear copy at a rate of 40 words per minute net. Experienced in MS Office – particularly Word, Outlook and Excel. Proficiency with SurveyMonkey, Cvent or equivalent platform. Excellent organizational skill required. Ability to maintain strict confidentiality.
Work Environment and Physical Requirements: Job may require moderate physical effort including lifting materials and equipment of greater than 25 pounds and involves viewing a computer screen 90% of the time. Standard office environment. Requires valid vehicle operator’s license where needed to perform duties of the position. Frequent deadlines. Occasional in-state travel to attend trainings, meetings, etc.