Admin Assistant

Job Description
Purpose of Position/Summary: This role serves as the Genomics and Newborn Screening (GNBS) Program Administrator for the Genomics and Newborn Screening Program within the Maternal and Child Health Division. The role of the GNBS Administrator is to perform functions that support the daily operations of the GNBS program. This role collaborates with the Genomics and Newborn Screening Program Director, the IBDPR Program Manager, the Newborn Screening Program Manager, the Metabolic Formula Coordinator, birthing facility staff, laboratory staff, midwives, and families across Indiana.
Essential Duties/Responsibilities: The core duties of this position are to support the Genomics and Newborn Screening Program through daily office administration. The administrator will serve as an initial point of contact to the public, health care providers, and hospital staff. Responsibilities include, but are not limited to, the following activities:
Maintain daily office administrative tasks including managing the team phone / fax lines, shared email inboxes, and list serves;
Assist healthcare providers and reporters in gaining access to web-based applications and troubleshoot any issues in accessing the application or any of its features;
Upload all laboratory reports, refusals, and diagnostic information to the appropriate child health information profile in the web-based applications;
Fax all newborn screening result requests to the requestor;
Track all required hospital reporting for newborn screening and birth defects surveillance;
Organize, file, and retain all consent cards according to state record retention policies;
Develop and publish the quarterly program newsletter;
Audit birth defect case information as needed;
Attend community outreach events on behalf of the program as needed;
Mail education materials, letters, or other required correspondence;
Document, file, and maintain meeting minutes as directed;
Adhere to all state and federal regulations (HIPAA) related to the GNBS program;
Create and distribute quarterly program newsletters;
All other duties as assigned.
Job Requirements: Individual will hold at a minimum, an associate degree in health sciences, nursing, or closely related field. Experience with database systems and web-based applications is required. Proficient skills with Microsoft Word, Excel, PowerPoint, etc. is required. background in healthcare, along with experience working with hospital staff is ideal, but not required. Excellent verbal and written communication skills are required. Strong organization skills and time management are necessary to be successful in this role.
Supervisory Responsibilities/Direct Reports: There are no supervisory responsibilities to this position.
Difficulty of Work: The work is broad in scope often requiring strong problem solving and critical thinking skills.
Responsibility: Individual will display initiative in performing job duties and achieving program goals and objectives in a timely manner. Individual will perform job tasks within the policies and budget of the Client and program.
Personal Work Relationships: Individual will work with IDOH staff, genetic counselors, geneticists, other health care providers, laboratory personnel, hospital staff, and the public.
Physical Effort: This position does not require extensive physical effort.