Administrative Officer III

State of Maryland•Baltimore City, MD

About The Position

Provide administrative functions and manages special projects for the Office of the State EMS Medical Director, Office of the State Aeromedical Director, Office of EMS for Children, and the Office of Care Integration, which includes the Stroke Program, Perinatal Program, Cardiac Interventional Program, Base Station Program, Trauma Program and AED Program. The position will allocate 34% of time to OMD, 33% to OCI, 33% to EMS-C. The position reports to the State EMS Medical Director.

Requirements

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Three years of administrative staff or professional work.
Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience.
Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.
Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.
Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

Nice To Haves

Three years of experience coordinating calendar for meetings, interdepartmental projects and outside appointments as well as experience taking minutes and meeting notes.
Three years of experience managing special administrative projects relating to state and/or federal grants.
Three years of experience in financial matters reconciling credit cards, preparing requisitions and ordering supplies and materials as well as managing travel expense reports.

Responsibilities

Efficiently communicates with jurisdictional EMS medical directors, regional EMS medical directors, EMS jurisdictional officials, base station medical directors, base station coordinators, hospital special programs coordinators and EMS-C committee members/regional pediatric medical directors. Maintains accurate contact information for all of the above to facilitate timely communication via email, phone and mail.
Office management for OMD/OCI/EMS-C, with daily activities that include: 1) Managing office phone calls and emails, 2) Managing team calendars, 3) Maintaining a filing system for all optional protocol applications, surveys, and documents or reports.
Conducts planning for all meetings (physical and virtual): 1) Develops and prepares the agenda and support materials for the bimonthly Jurisdictional Advisory Committee, as well as OCI and EMS-C meetings, 2) Takes minutes for team meetings, 3) Coordinates physical and virtual meeting logistics (room reservations, set-up).
Performs administrative functions including, but not limited to, budget preparation and monitoring, personnel services, contract monitoring, purchasing, invoicing, monitoring inventory and training. Oversees the documentation, organization and processing of financial records (e.g. reimbursement expense forms, credit card reconciliation forms).
Facilitates, coordinates, and schedules annual conferences (e.g. Medical Directors' Symposium) for OMD, OCI and EMS-C. Assists with travel arrangements and prepares travel forms for team members. Coordinates seamless flow of information regarding projects and initiatives among directors and MIEMSS staff.
Compiles statistical data and information from various data resources to prepare or support the preparation of annual and other departmental reports or documents.
Coordinates Base Station course activities per COMAR 30.08.
Other duties as assigned