Program Administrative Coordinator

Job Responsibilities

Careers at DHEC:

Work that makes a difference!

Embracing Service, Inspiring Innovation, Promoting Teamwork, Pursuing Excellence, and Advancing Equity

Under the direct supervision of the Preventive Health (PH) Unit Manager the Program Administrative Coordinator will assist with the development, implementation, coordination, and evaluation of short and long-range administrative related program goals; perform job duties as a front-line administrative staff member to Public Health clients in a variety of settings including but not limited to, clinic sites located within the health department, mobile units, or any other community setting as needed; provide oversight of the administrative and billing processes within the Preventive Health (PH) and Immunization (IZ) programs.

Program Coordination:

• Serve as the Preventive Health (PH) and Immunization (IZ) administrative consultant for regional staff and a liaison to Central Office staff on behalf of PH and IZ admin issues and/or concerns; provide oversight of the administrative and billing process within the Preventive Health (PH) and Immunization (IZ) programs; provide on-going communication and coordination with other departments and disciplines.

• Assist with strategic planning and activities and improve reimbursement opportunities for family planning services in Title X/PH and IZ clinics.

• Work closely with the Family Planning Program Revenue Assistant to monitor regional revenue and identify challenges and opportunities for increasing revenue.

• Recommend and develop procedures related to reimbursement opportunities.

• Ensure that all information provided regarding (PH) and (IZ) is accurate and reflects current policy and procedures.

• Disseminate program information to administrative staff.

Customer Service Administrative Competency:

• Collaborate with interdisciplinary staff and community partners to support and enhance the public health mission.

• Develop strategic partnerships in the community to increase accessibility to Preventive Health (PH) and Sexual Transmitted Disease (STD) services and support outreach and referrals.

• Demonstrate effective skills in collaboration, negotiation, building relationships, facilitation, communication, and conflict management in working with internal and external partners.

• Investigate, report, resolve, and provide follow-up for any applicable internal and external customer service complaints.

• Able to stand for periods of time and periodically lifting up to, thirty (30) pounds.

Supervision and Staff Development (Orientation of new hires):

• Supervise the Administative Leads headquartered throughout the region working in Preventive Health (PH) and Immunization (IZ) clinics.

• Monitor and manage time, leave, mid-year and annual employee reviews in the South Carolina Enterprise Information System (SCEIS); PCAS, staff meetings, learning opportunities, working with employees to develop critical thinking and problem-solving skills.

• Assist in the development, implementation, evaluation of orientation and competency plans for administrative (PH) and (IZ) policies and procedures.

• Ensure orientation of new admin staff and assists in maintaining check-off and competency with current policy and procedures.

• Develop and implement programmatic training for administrative staff on new and existing policies and procedures and revise training based on evaluation data.

• Evaluate the effectiveness of existing training efforts and revise the training plan based on evaluation data.

Quality Assurance Performance Improvement:

• Research solutions to problems; conduct quality assurance evaluations, audits, and observations while monitoring for policy compliance.

• Communicate findings and collaborate with staff to develop corrective action plans when indicated.

• Thorough working knowledge of DHEC systems (CARES, Cerner, Simon, Application Extender).

Emergency Preparedness:

• In accordance with the State's Disaster Plan, which includes hazardous weather, DHEC employees may be required to work in times of an emergency or disaster.

Minimum and Additional Requirements

State Minimum Requirements: A bachelors degree and relevant program experience.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application.

Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Agency Additional Requirements:

A Bachelors degree with relevant experience in business management, public administration, or administrative services; relevant work experience may be substituted for a Bachelors degree; an Associates with four (4) of more years of public health clinical experience; business management, public administration, or administrative services

Preferred Qualifications

DHEC Public Health experience working in the Preventive Health and/or the Immunization program, one (1) year of supervisory experience.

• Team management experience, and the ability to positively impact program and project administration initiatives.

• Must be familiar with the administration of health-related programs and proficient in computer skills: Microsoft Office applications (Word, Excel, PowerPoint).

Additional Comments

This position is part of the South Carolina Department of Health and Environmental Control's Clinical Services. The work performed supports DHEC's mission to improve the quality of life for all South Carolinians by protecting and promoting the health of the public and the environment. Effective July 1, 2024, this position will transfer to the South Carolina Department of Public Health created by Senate Bill 399 which provides for the creation of the Department of Public Health to assume the public health-related functions of DHEC.

Driving Record: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

Equal Employment: SC DHEC is an equal employment opportunity/affirmative action employing agency. We are committed to a diverse workforce. SC DHEC does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.

Reasonable Accommodation: Applicants needing an accommodation for medical reasons or a sincerely held religious belief may submit a request for an accommodation. A reasonable accommodation may be granted if it doesn't impose an undue hardship or pose a direct threat to the health and safety of others.

Immunization Requirements: All new employees who are healthcare providers will be required to provide documentation of immunity or be immunized against measles, mumps, rubella, pertussis, varicella, and Hepatitis B prior to beginning employment.

The South Carolina Department of Health and Environmental Control offers an exceptional benefits package for Full-Time positions will include:

Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, & Children

• 15 days annual (vacation) leave per year

• 15 days sick leave per year

• 13 paid holidays

• State Retirement Plan and Deferred Compensation Programs