Program coordinator Jobs in Indianapolis, IN

Purpose of Position/Summary:

Contractor will work directly with the staff and contractors of the licensing and environmental management team to ensure that the homes of children affected by lead exposure are being inspected and fixed in a safe and durable manner.

Reporting directly to the program manager, this contractor will work with staff to ensure they have equipment and supplies needed to conduct field work, review and process license applications, organize and digitize license and monitoring records, and assist in addressing inquiries from licensees and the general public. The contractor will also support the Division Director and other Division staff on short-term projects as needed.

Essential Duties/Responsibilities:

Contractor will be working in a specialized program area at a state agency performing standard data support and information verification duties which require some problem solving and limited research. Representative duties may include:

• Work with the program coordinator over lead case surveillance to ensure that risk assessments for all children with elevated blood lead levels are assigned to IDOH personnel or are being handled by their local health department.
• Track progress by staff on EPA grant deliverables
• Review and process applications for radon and lead licenses. This will include coordinating directly with applicants to ensure all required documentation and payment are received. Will also include working with IDOH finance team to track payment processing.
• Monitor supply availability for field staff and coordinate new and refill supply orders
• Monitor equipment inventory and upgrade needs, working with vendors to refurbish or replace equipment as needed.
• Meet regularly with program field-staff to assess record keeping support needs and support in scanning/shredding any HIPAA-protected confidential records.
• Support Program Manager in onboarding new IDOH employees and contractors
• Oversee the receipt, retention, and electronic filing of all records submitted to the Division via fax or mail.
• Research problems and inquiries from other departments and/or the public by referencing the appropriate files, emails, documents, etc.
• Maintain a general working knowledge of the hazards of lead, radon, and other healthy homes issues
• Provide staff support at outreach events

Job Requirements:

- Willing to learn moderately complex state rules used in tracking/entering a variety of program information

- Strong organizational skills and ability to balance multiple projects and deliverables at one time

- Able to read typed or hand-written source documents

- Able to comprehend, develop, and document procedures involved in the work

- Able to make decisions regarding data entry information within specific program area of work

- Able to exercise good judgement related to sensitive information and ensure HIPAA confidentiality

- Able to maintain standard production and standard accuracy rate on assigned tasks

- Able to deal tactfully with a variety of individuals including colleagues, community leaders, government officials and representatives of environmental consulting firms

- Proficiency in Microsoft Office, Adobe, webinar/conference call technology

- Able to communicate verbally and in writing effectively with groups and individuals

- Able to effectively communicate both verbally and in writing to professionals and non-professionals;

- Able to use the Internet and traditional research sources effectively

- Interest in how lead and radon exposure affect the health of families and the strategies employed to protect them

Work involves performing a variety of moderately complex, standardized tasks requiring application of established procedures and guidelines.

Supervisory Responsibilities/Direct Reports:

N/A

Difficulty of Work:

Contractor will need to be able to track and engage in multiple projects each week. The ideal candidate for this job has excellent self-organization skills and is able to work with staff to ensure projects move ahead each week. Knowing how and when to escalate issues will be critical as follow-up or movement may take several attempts with peers, families, and contractors.

Responsibility:

Contractor will be trained on Indiana’s I-LEAD record keeping system, IPLA & MOL license tracking system, and will work closely with field assessors and compliance specialists to ensure risk assessments, audits, licensee documents, and inspections are appropriately documented in those systems. This position will also be responsible for working with field staff to identify and address urgent and upcoming supply and equipment needs. Failing to adequately document work performed and delays due to supply/equipment shortages may result in EPA funding issues or delays in addressing lead hazards in a child’s home.

Personal Work Relationships:

Contractor interacts with supervisor, agency personnel and the public to furnish and receive information and ensure information is recorded appropriately in respective databases. This individual is expected to participate in Divisional and Program staff meetings providing feedback on processes and areas for improvement.

Physical Effort:

The work is performed in a standard office environment, typically in a seated position. Work will involve extensive use of hands, fingers and eyes and may include limited filing. This position will work closely with field staff and will be encouraged to meet remote staff periodically and see work being done in-homes.