Administrative Specialist

DISTINGUISHING FEATURES
Administrative Specialist II work at this level involves professional-level administrative support and operational coordination with limited supervision, the authority to influence program operations, and responsibility for ensuring compliance with departmental procedures, and applicable federal and state regulations for data sharing. The SHIE Administrative Specialist II differs from general

Administrative roles by requiring:

• Specialized knowledge of Social Health Information Exchanges (SHIE), Health Records (EHRs), and data-sharing laws.
• Experience in program management support for multi-stakeholder health and social service initiatives.
• Oversight of fiscal tracking and invoice reconciliation related to SHIE operations.

ADDITIONAL ATTRIBUTES FOR SHIE SUCCESS

• Flexible, adaptable, and eager to learn in a dynamic, multidisciplinary environment
• Willing to step in where needed to support evolving program needs, demonstrating initiative and creativity in finding solutions Thrives in team-oriented culture, contributing ideas, skills, and effort to advance collective goal.

SHIE PROJECT MANAGER ANALYTIC SPECIALIST 2

• Embraces challenges as opportunities to grow and contribute beyond defined responsibilities

KEY RESPONSIBILITIES

• Administrative & Operational Support o Manage the SHIE Director s calendar, coordinate internal and external meetings, prepare agendas, and take clear, concise meeting notes and next steps (tracking deliverables).
• Prepare, format, and edit correspondence, reports, policy documents, and presentations.
• Maintain organized, secure records for program operations and compliance audits.
• Anticipate needs, follow up on outstanding items, and ensure timely completion of deliverables

Fiscal & Contracting o Track program budgets, expenditures, and encumbrances;

• prepare budget summaries for management.
• Perform invoice reconciliation, ensuring accuracy against contracts, purchase orders, and budget allocations.
• Assist with procurement processes, contract initiation, and amendments in compliance with departmental requirements

Program & Policy Support

• Participate in planning and conducting organizational and policy studies to improve SHIE operations.
• Research and compile information, evaluate alternatives, and prepare clear recommendations for leadership.
• Monitor adherence to applicable federal, state, and local laws, rules, and regulations governing data sharing, privacy, and security

SHIE PROJECT MANAGER ANALYTIC SPECIALIST 3

• Collaboration & Coordination
• Coordinate cross-departmental and external stakeholder meetings and project activities.
• Serve as an administrative point of contact for internal teams, vendors, and partner organizations.
• Represent the SHIE program at internal and external meetings, as assigned

Supervision & Project Oversight

• May plan, assign, and review the work of a small administrative or support staff on a project or day-to-day basis.
• Oversee administrative functions to ensure efficiency and compliance with established procedures

MINIMUM QUALIFICATIONS Education & Experience:

• Equivalent to graduation from a four-year college or university (degree in public administration, health administration, or related field preferred).
• 5 7 years of progressively responsible administrative experience in healthcare, public health, or a related setting.
• Experience supporting projects and programs in a regulated environment, preferably involving Social Health Information Exchange (SHIE) or Electronic Health Records (EHR)

Knowledge of:

• Principles of public administration, organizational analysis, and operational improvement.
• Federal, state, and local regulations applicable to health data sharing.
• Budgetary and financial record-keeping techniques, including invoice reconciliation.
• Office administrative practices and procedures, including records management.

SHIE PROJECT MANAGER ANALYTIC SPECIALIST 4

• MS Office Suite, Adobe PDF tools, collaborative platforms (e.g., Teams, SharePoint, DocuSign, Visio, SmartSheet), and database systems

Ability to:

• Plan and conduct administrative and operational studies; prepare clear and accurate reports and correspondence.
• Interpret and apply Medicaid Administrative Activities (MAA) program requirements, HR hiring processes, and other complex policies and procedures.
• Organize and prioritize work to meet critical deadlines.
• Exercise independent judgment within established guidelines.
• Establish and maintain effective working relationships with colleagues, vendors, and partner agencies.
• Communicate effectively in writing and verbally, tailoring messages for diverse audiences