Special Assistant to the Chief Operating Officer

Job Description :

Special Assistant to the Chief Operating Officer / Management Analyst III :

Under the direction of the Chief Operating Officer (COO), the Special Assistant provides advanced professional, technical, and administrative support.

This role involves high-level responsibilities related to the agency's administrative operations and serves as an administrative liaison across HHS System programs and operations.

Key responsibilities include coordinating activities and projects across agencies and divisions within the HHS System on behalf of the COO.

The Special Assistant also supports division deputy executive commissioners and their staff on projects managed by the Office of the COO.

This role requires preparing notices, correspondences, and reports, prioritizing tasks, meeting deadlines, and managing multiple assignments with rapidly changing priorities.

The Special Assistant works under minimal supervision, with considerable latitude for the use of initiative and independent judgment. Essential Job Functions :

35%) Reviews and processes incoming mail and correspondence, monitors document and correspondence control systems and makes determinations of proper assignment for dissemination.

Manages outgoing mail outs. Develops and prepares office correspondence, reports, and memorandums, exercising independent judgment in coordinating timely and professional responses for information.

30%) Provides advanced professional assistance to the COO. Communicates information of administrative matters to agency executives, management, and agency staff.

Responsible for the development and management of the day-to-day administrative operations of the Office of the COO, to include managing purchase orders and requisitions.

20%) Ensures continuity of activities by coordinating meetings, tracking calendars, monitoring commitments, deadlines, and assignments for the COO.

Serves as the point of coordination on administrative and executive assignments for the COO, to include scheduling meetings and managing agenda items.

10%) Assists with the flow of the HHS System processes and related duties, ensuring compliance with agency guidelines. Develops new or modify existing operational program policies, procedures, goals, and objectives.

Reviews and evaluates new or improved business and management practices. Assists on COO-directed projects and initiatives.

5%) Collects and analyzes data in areas such as workload, operational, business, and managerial practices; staff utilization;

organizational structure and development; and space utilization. Knowledge Skills Abilities :

Knowledge of :

Standard office practices and procedures;

Health and human services programs

Skills :

• Preparing plans and reports;
• Critical thinking and problem-solving;

Productivity tools : MS Office Suite, converting documents to PDF, SharePoint, and Outlook

Abilities :

• Direct, plan, organize and coordinate work of others;
• Communicate effectively, both orally and in writing, and to compose and produce executive-level correspondence and other documents while handling high-level administrative issues;
• Accept assignments from others and maintain effective working relationships;
• Work independently and perform detailed work;
• Organize workloads, set priorities, meet deadlines, and manage a variety of responsibilities;
• Maintain confidentiality, exercise tact and courtesy, and uphold professionalism;
• Engage with the public;

Manage travel arrangements