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Administrative Coordinator
2 weeks ago
This is a full-time, permanent Administrative Assistant 3 (AA 3) position located on-site at our Tumwater, WA DOH office.
Facilitate administrative functions for our Emergency Care Systems program Join our team as the Administrative Coordinator (AA 3), where your high-level administrative support will play a key role in ensuring efficient operation of the office and Emergency Care Systems program by providing critical business and administrative functions including complex duties such as coordinating office activities and assignments, and providing quality assurance oversight for a variety and large quantity of administrative documents. Make a difference while using your organizational and communication skills—apply today to help us support community wellness
The Department of Health's Office of Community Health Systems (OCHS) helps maintain and strengthen the state's health systems. Research and analysis guide improvements and identify emerging issues. Together, we work to make sure everyone in Washington has access to optimal medical care.
This Administrative Coordinatorposition supports that mission by providing delegated administrative support directly to the Executive Director of the EMS & Trauma Care / Emergency Care Systems section and the program areas within the section.
Key Responsibilities Include
- Coordinates the Executive Director of the Emergency Care Systems Section calendar, schedules meetings and coordinates events for the office leadership and multiple attendees requiring independent judgment and expertise with complex scheduling assignments and availability constraints.
- Develops and maintains a desk manual of roles, responsibilities & procedures for this position.
- Submit requests through department platforms (Ex. Service Central) for office and staff needs.
- Maintains the section's filing system (lateral/high density) and long-term storage as needed. Organizes and maintains the unit's shared computer drive.
- Facilitates the flow of work between the section, office, executive offices, and various subdivisions of the agency, including technology requests, payments processing, ergonomic requests, and personnel paperwork.
- Communicates effectively and accurately in person, on the phone, over electronic platforms and in writing.
- Prepares and facilitates communications to EMS & Trauma Care Steering Committee members, subcommittees, workgroups, various internal and external partners and interested parties.
- Responds to inquiries and prepares and/or reviews responses prepared for signature by the Director or executive leaders.
Why Join Us?
- Impactful Work: Directly support steering committees and sub-committees making decisions about emergency care provided to the public.
Collaborative Environment: Work alongside a dedicated team, coordinate with other administrative staff within the office/section to ensure efficiency, consistency, and appropriate back-up is available in administrative processes.
Growth Opportunities: Direct, coordinate and track assignments and special projects.
- Work-Life Balance: Work for an agency known for its wellness programs and support for employee well-being.
Ready to make a difference? Apply now and become a part of a mission-driven team dedicated to community health
Location and Flexibility
Join our onsite team to collaborate directly with colleagues and be part of our dynamic workplace environment. This position requires working onsite and in-person at our Tumwater, WA office.
Required Qualifications
You must meet ONE of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.
Option 1: Three (3) or more years of experience as an Administrative Assistant 3, in State service, or equivalent experience involving supervisory or office management responsibility.
Option 2: Four (4) or more years as an Administrative Assistant 2 in State service, or equivalent experience involving supervisory or office management responsibility.
One of the above options, AND the following experience.
- At least 3 years of experience in a role serving as a main contact or liaison for receiving, communicating, and coordinating critical information with internal executive managers and external partners and other interested parties.
- One (1) or more years of experience working in a team-oriented, collaborative environment.
- One (1) or more years of experience maintaining confidentiality of protected and sensitive information.
- Two (2) or more years of experience and demonstrated proficiency with word processing, spreadsheet, presentation, calendaring/communication, and internet navigation applications, and online meeting platforms (such as Microsoft Word, Excel, Outlook, PowerPoint, Microsoft Explorer, Microsoft Teams and Zoom).
Preferred/DesiredQualifications
- Associate's degree or two (2) or more years of college level coursework.
- One (1) or more years of project management experience and expertise managing long-term (1+ year) and multiple short- term projects.
- Additional relevant experience serving in a high-level administrative position or as a professional communicating, organizing, and planning duties with multiple collaborators.
- In-depth knowledge and understanding of HSQA business and administrative activities.
- Experience and ability to function independently and make decisions in absence of manager.
Benefits and Lifestyle
We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about "Why DOH" by visiting .
We are the Washington State Department of Health (DOH)
At DOH, we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state, federal, and private partners, our programs, and services impact every Washingtonian and visitor daily. We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.
Conditions of Employment:
This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
I am prepared, with or without accommodation, to do the following:
- Commit to a full-time 40-hour, 8am – 5pm workweek schedule.
- Communicate through applications such as MS Teams and MS Outlook, and by phone while working.
- Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
- Perform my job duties at the designated DOH site location.
- Occasional travel may be necessary, sometimes requiring overnight stays or trips out of state.
- Legally drive a vehicle or arrange alternative transportation for state business.
- Engage in emergency response exercises and high-priority assignments as assigned during emergency events.
APPLICATION DIRECTIONS:
To apply, click "Apply" and complete the application. Attach your resume, and cover letter. In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you've supervised or led, if applicable). Please do not include private information such as social security number or year of birth.
Make sure to document your years of experience, skills, and abilities as listed in the qualifications section of this job posting.
Attach only the following:
- Resume
- Cover letter
- 3 or more professional references, if not included in your applicant profile
- DD-214 (if applicable)
Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year
Do not include or attach the following – these documents will not be reviewed:
- REMOVE personal photos – do not submit any documents containing personal photos.
- Transcripts (unless specifically requested in the Application Directions)
- Certifications or diplomas
- Projects or portfolios
- Letters of recommendation
Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.
DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran's status, military status, genetic information, sexual orientation, gender expression, or gender identity.
Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Kristina Cox at and reference DOH8742.
Technical Support: Reach out to NEOGOV directly at for technical support and login issues.
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Supplemental InformationThis recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days.
Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration.
Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.
