Lrm Administrative Assistant

2 weeks ago

Baltimore, United States State of Maryland Full time

**Introduction**:
The Maryland Department of Aging helps establish Maryland as an attractive location for all older adults through vibrant communities and supportive services that offer the opportunity to live healthy and meaningful lives.
- Join us in shaping the future of aging initiatives with the Longevity Ready Maryland division._

**GRADE**:
16

**LOCATION OF POSITION**:
MD Dept. of Aging (MDoA)

301 W. Preston St.

Baltimore, MD 21201

**Main Purpose of Job**:
The Longevity Ready Maryland division of the Maryland Department of Aging seeks a highly qualified assistant with excellent communication skills, strong organizational abilities, and the ability to work under tight deadlines. Will provide administrative leadership requiring regular use of independent judgment. Responsibilities involve analyzing and optimizing operational procedures, recommending improvements, and managing and supervising cross-sector partnerships and collaborations for the Maryland Department on Aging.
- **This is a contractual position with limited benefits.**

**POSITION DUTIES**:
**Main Responsibilities**:

- Gather information, create and maintain a database of all programs, services, and funding directed at older adults, and map them across departments and agencies of the State of Maryland.
- Guided by the Director, plans, develops, conducts, and supervises the relationships with partners and collaborators, keeping organized records of conversations and agreements; evaluates partnerships alignment and promotes effective collaborations.
- Guided by the Director, plans agendas, develops issue briefs, supports meetings, and is responsible for MDOA’s communications with the LRM Advisory Council, the Stakeholders Advisory Group, the Research Workgroup, and the Equity Workgroup.
- Develop and maintain management tools such as critical path and program management.
- Reports on established parameters to measure progress and success of cross-sector initiatives.
- Formulates reports and recommendations based on analyses conducted on the effectiveness of internal strategies to advance the multisector plan.
- Onboarding of partners and volunteers, manuals, tool kits, workflow charts, performance measurement criteria, and organization charts.
- Supervises or assists in supervising specific programs, sub-programs, or operational units of the multisector plan.
- Participates in the formulation, establishment, or modification of program goals and objectives through analysis of alternatives, trends, available resources, and projected program needs.

**Meeting Coordination**:

- Organize meetings, manage scheduling, send reminders, provide bios and other documents, take meeting notes, follow up on action items, and maintain records of discussions, attendees, and contact information.
- Coordinates visuals and technologies and keeps records of the LRM presentations and audiences.
- Calendar and Communications Management.
- Manage the Director's calendar, schedule meetings, make appointments, and prioritize sensitive matters.
- Communicate effectively with staff, colleagues, and stakeholders involved in meetings.

**Record Keeping**:

- Prepare and maintain accurate records, databases, and files for easy access, record-keeping, and reporting.
- Participates in the program planning process by developing forecasts, proposals, or procedures for orderly growth.
- Confers with other administrative officials, program heads, staff specialists, or others to exchange information about the programs or initiatives.
- Advises departmental officials regarding administrative practices, procedures, policies, compliance, and reporting requirements.
- Coordinates inter-agency collaborations to identify and refer MDOA leaders as liaisons with officials in other agencies in the State, legislature, the federal government, private industry, or local government agencies.
- Assist the Director with budget management and reporting.

**Coordination Assistance**:

- Provide coordination support to the Longevity Ready Maryland division and stakeholder engagement initiatives.
- Provide operational and logístical support for stakeholder engagement activities and initiatives.

**Travel Coordination**:

- Coordinate the travel itinerary of the Director and the Longevity Ready Maryland division, including submitting requests to attend forms and following up for approval.
- Manages and follows up on the submissions of expense reports.

**Constituent Communications**:
**Phone Management**:

- Answer phone calls politely and professionally, keeping a detailed record of conversations.

**MINIMUM QUALIFICATIONS**:
**Education**: Graduation from an accredited high school or possession of a high school equivalency certificate.

**Experience**: Four years of administrative staff or professional work.

**Notes**:

- year basis for the required experience.

**DESIRED OR PREFERRED QUALIFICATIONS**:
**Preference will be given to those who have one or more of the following**:

- Two

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