Introduction
The Maryland Department of Aging helps establish Maryland as an attractive location for all older adults through vibrant communities and supportive services that offer the opportunity to live healthy and meaningful lives.
Join us in shaping the future of aging initiatives with the Longevity Ready Maryland division.
GRADE

16

LOCATION OF POSITION
MD Dept. of Aging (MDoA)

301 W. Preston St.

Baltimore, MD 21201
Main Purpose of Job

The Longevity Ready Maryland division of the Maryland Department of Aging seeks a highly qualified assistant with excellent communication skills, strong organizational abilities, and the ability to work under tight deadlines. Will provide administrative leadership requiring regular use of independent judgment. Responsibilities involve analyzing and optimizing operational procedures, recommending improvements, and managing and supervising cross-sector partnerships and collaborations for the Maryland Department on Aging.
The ideal candidate will be crucial in ensuring the effective planning and implementation of the NEW Longevity Ready Maryland Initiative.
***This is a contractual position with limited benefits.***
POSITION DUTIES
Main Responsibilities:

• Gather information, create and maintain a database of all programs, services, and funding directed at older adults, and map them across departments and agencies of the State of Maryland.
• Guided by the Director, plans, develops, conducts, and supervises the relationships with partners and collaborators, keeping organized records of conversations and agreements; evaluates partnerships alignment and promotes effective collaborations.
• Guided by the Director, plans agendas, develops issue briefs, supports meetings, and is responsible for MDOA's communications with the LRM Advisory Council, the Stakeholders Advisory Group, the Research Workgroup, and the Equity Workgroup.
• Develop and maintain management tools such as critical path and program management.
• Reports on established parameters to measure progress and success of cross-sector initiatives.
• Formulates reports and recommendations based on analyses conducted on the effectiveness of internal strategies to advance the multisector plan.
• Onboarding of partners and volunteers, manuals, tool kits, workflow charts, performance measurement criteria, and organization charts.
• Supervises or assists in supervising specific programs, sub-programs, or operational units of the multisector plan.
• Participates in the formulation, establishment, or modification of program goals and objectives through analysis of alternatives, trends, available resources, and projected program needs.
• Administration, organization, and coordination of all team initiatives and efforts. Including emails and communications with MDOA colleagues, cross-sector partners, and stakeholders.

Meeting Coordination:

• Organize meetings, manage scheduling, send reminders, provide bios and other documents, take meeting notes, follow up on action items, and maintain records of discussions, attendees, and contact information.
• Coordinates visuals and technologies and keeps records of the LRM presentations and audiences.
• Calendar and Communications Management.
• Manage the Director's calendar, schedule meetings, make appointments, and prioritize sensitive matters.
• Communicate effectively with staff, colleagues, and stakeholders involved in meetings.

Record Keeping:

• Prepare and maintain accurate records, databases, and files for easy access, record-keeping, and reporting.
• Participates in the program planning process by developing forecasts, proposals, or procedures for orderly growth.
• Confers with other administrative officials, program heads, staff specialists, or others to exchange information about the programs or initiatives.
• Advises departmental officials regarding administrative practices, procedures, policies, compliance, and reporting requirements.
• Coordinates inter-agency collaborations to identify and refer MDOA leaders as liaisons with officials in other agencies in the State, legislature, the federal government, private industry, or local government agencies.
• Assist the Director with budget management and reporting.

Coordination Assistance :

• Provide coordination support to the Longevity Ready Maryland division and stakeholder engagement initiatives.
• Provide operational and logistical support for stakeholder engagement activities and initiatives.

Travel Coordination:

• Coordinate the travel itinerary of the Director and the Longevity Ready Maryland division, including submitting requests to attend forms and following up for approval.
• Manages and follows up on the submissions of expense reports.

Constituent Communications:

• Screen and respond to LRM communications, including emails, and maintain a comprehensive record of all such communications.

Phone Management:

• Answer phone calls politely and professionally, keeping a detailed record of conversations.

MINIMUM QUALIFICATIONS
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four years of administrative staff or professional work.

Notes:

1. Candidates may substitute 30 college credit hours from an accredited college or university for each year up to four years of the required experience.

2. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university for the required experience.

3. Candidates may substitute the possession of a Master's degree from an accredited college or university for the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for- year basis for the required experience.
DESIRED OR PREFERRED QUALIFICATIONS
Preference will be given to those who have one or more of the following:

• Two years of experience performing Administrative Assistant duties for a higher-level director.
• Bachelor's degree in English, Journalism, Communications, Marketing, or related field.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint) and Google Applications (Sheets, Docs, Email & Calendar).
• Proficient in the use of AdobePro for routing and signing of documents.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

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.

SELECTION PROCESS
Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.
EXAMINATION PROCESS
The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.
BENEFITS
Contractual employees who work for an agency and have a current employment contract of 30 or more hours a week (or on average 130 hours per month) will be eligible for subsidized health benefits coverage for themselves and their dependents. View rates on the Department of Budget & Management website, State Employees, Health Benefits, Contractual/Variable rates .
Leave

Paid leave will accrue at a rate of one hour for every 30 hours worked.
FURTHER INSTRUCTIONS
Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.