Health Program Assistant

General Description

The Health Program Assistant performs routine (journey-level) program support, consultative services, coordination of activities, and administrative and operational services. Work involves supporting the Health and Insurance Benefits (HIB) Operations Department and overall division by providing administrative assistance with scheduling, planning, building reports and trackers, reviewing budgets and coordinating internal administrative support, responding to routine correspondence and inquiries; maintaining databases and filing systems, greeting office visitors, answering and routing telephone calls; and identifying operational improvement opportunities to create an efficient workplace. Works under moderate supervision with considerable latitude for initiative and independent judgment.

Duties and Responsibilities

Program Support

· Maintains planning calendar of key HIB Operations activities and tracks progress toward completing activities.

· Administers, develops, and maintains departmental SharePoint, record-keeping and filling systems, including maintaining detailed project related files.

· Coordinates travel-related planning for the department.

· Serves as HIB Records Management Liaison.

· Administers and maintains HIB production reporting.

· Assists with HIB Operations Member Ally Team (MAT) inquires and reporting.

· Administers HIB system access to include quarterly and yearly reporting.

· Maintains Third-Party Contractor Team Member Rosters, to include onboarding and terminations.

· Reviews Third-Party Contractor monthly billing for accuracy.

Administrative Support

· Responds to inquiries from TRS health plan participants, school district officials and other associated parties via telephone and/or correspondence regarding TRS health benefits programs and associated TRS rules, policies, procedures and processes.

· Prepares periodic and ad hoc reports.

· Assists with reporting department timesheets.

· Plans and schedules meetings and department related activities.

· Verifies information for accuracy, to include letters, reports and correspondence.

· Coordinates and schedules meetings with vendors, advisory committee and other meetings as requested.

· Assists with planning and executing annual retiree engagement meetings and annual Benefits Administrator meetings.

· Helps monitor HIB Operations budget and submits budget requests.

· Reviews department invoices

· Maintains a spreadsheet of printed plan materials, determines when to order additional materials and manages the disbursement across the agency.

· Serves as main point-of-contact to the TRS Mail and Print Rooms which includes submitting monthly, weekly and ad hoc work order requests on behalf of HIB division.

General Office Support

· Enters and organizes data into spreadsheets, databases and other automated applications.

· Maintains electronic files and databases, including electronic documents maintained in the TRS production queue.

· Performs routine verification of data files, including daily logging of incoming and outgoing electronic documentation.

· Performs general office duties including ordering supplies, making copies, faxing documents, and typing and processing forms, correspondence and other documents.

· Sorts and distributes incoming and outgoing mail, including receiving, sorting, date stamping and delivering incoming mail.

· Maintains department office supplies and paper goods, including letterhead, publication inserts and envelopes.

· Greets office visitors and answers and routes telephone calls.

· Completes special projects as assigned.

Minimum Required Qualifications


· Bachelor’s degree from an accredited college or university.

· High school diploma or equivalent and additional full-time experience in health care administration, government, communications, public relations, or related experience may substitute for the required education on a year-for-year basis.


· Two (2) years of experience providing complex administrative/program support.

· Experience may be concurrent.

Preferred Qualifications

· Bachelor’s Degree in Business Administration, Healthcare Administration or related field.

· Experience working within or supporting finance or healthcare functions.

Knowledge, Skills and Abilities

Knowledge of:

· General office practices and procedures.

· Records retention policies and schedules to maintain accurate records.

· State Government and TRS health care related laws, regulations, policies, procedures, processes, and systems.

Skill in:

· Planning, organizing, and prioritizing work assignments to manage a high-volume workload in a fast-paced and changing environment, and in completing detailed work with a high degree of accuracy.

· Providing quality customer service.

· Written and verbal communications, including telephone communications and drafting and delivering correspondence, reports, and presentations.

· Performing general accounting functions.

· Utilizing a personal computer and various business software programs including Microsoft Word, Excel, and Outlook.

Ability to:

· Implement administrative procedures and to interpret rules, regulations, policies and procedures.

· Review and edit written materials for proper content, format, grammar, punctuation, and sentence structure.

· Establish and maintain harmonious working relationships with co-workers, agency staff, and external contacts.

· Work effectively in a professional team environment.

Physical Requirements and/or Working Conditions

Work is performed in a standard office environment and requires:

· normal cognitive abilities including the ability to learn, recall, and apply certain practices and policies;

· marginal or corrected visual and auditory requirements;

· constant use of personal computers, copiers, printers, and telephones;

· the ability to move about the office to access file cabinets and office machinery;

· frequent sitting and/or remaining in a stationary position; and

· the ability to work under deadlines, as a team member, and in direct contact with others.

Workforce Expectations

Must be able to:

· regularly, reliably, and punctually attend work;

· work extended hours as necessary;

· travel occasionally for work assignments and trainings;

· show flexibility and adaptability toward changes in assignments and work schedules;

· adhere to the agency’s internal management policies and procedures; and

· exhibit work behaviors consistent with agency core values.

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