Job Description

The Public Health Administrative Coordinator (Temp Support) plays a vital role in supporting the shoreside Public Health team by providing comprehensive administrative and operational assistance. This position is responsible for scheduling and coordinating a variety of inspections and audits, and training activities, as well as managing logistics for contractors. The coordinator develops and maintains electronic documentation repositories, ensures the accuracy and accessibility of compliance records, and updates dashboards and trackers for public health incidents and key performance indicators. Additionally, the position oversees the end-to-end tracking of contractor and laboratory invoices, proactively following up to ensure timely payments and escalating issues as needed. The coordinator also prepares audit materials, centralizes inspection documentation, and supports communication across departments, helping to minimize compliance risks and maintain high standards of operational excellence within the organization.

Responsibilities:

Scheduling & Coordination:

• Schedule and assist in the preparation of internal regulatory inspections and audits (IPM inspections and training visits, Legionella Risk Assessments, water sampling/Legionella testing activities, internal and external audits including SQM and DNV); assist with logistics related to joining vessels.
• Coordinate Integrated Pest Management (IPM) contractor scheduling for shipboard and private destinations, including booking ECCR cabins and managing all related contractor travel and joining logistics.
• Facilitate crew attendance for VSP workshops; liaise with Crew Travel and VSP Coordinator.
• Schedule and assist with organizing fleet-wide Public Health calls, including TPHO/PHO meetings.

Documentation Management:

• Create and develop an electronic file/repository that enables secure storage, efficient retrieval, and regular updates of all relevant project documentation, ensuring easy access for all team members across RCG Health
• File and maintain reports (IPM reports, shipboard inspection reports, USPH reports, Legionella Risk Assessments and other public health documentation
• Upload and maintain inspection documentation within SharePoint scorecards including Celebrity Weekly PHO inspection reports.
• Maintain master trackers for:
  • Legionella sampling results
  • CDC-reported Legionella cases
  • Public health incidents (outbreaks, infestations, potable water, etc.)
• Log Legionella sample reports, follow up on outstanding results and track routine testing by ship. Maintain KPI logs for repeat positives and whirlpool positives.
• Maintain documentation of new policies and policy changes in the SQM system.
• Prepare documentation and support materials for internal audit readiness.
• Manage the Public Health inbox, ensuring timely routing, tracking, and filing of correspondence.

Reporting & Key Performance Indicator Management:

• Update and maintain public health dashboards and status reports to ensure accurate and timely information is available to Public Health leadership.

Invoice & Contractor Payment Tracking:

• Track all contractor and laboratory invoices from initial submission through final payment.
• Monitor the status of each invoice status for:
• Legionella laboratories
• IPM contractors
• USPH/VSP
• Other vendors and contractors as needed
• Regular follow-up with Finance and Accounting departments, as well as vendors, to facilitate the timely processing of invoices, ensuring payments are processed efficiently and without unnecessary delay
• Maintain invoice tracking logs and provide status updates to Public Health leadership on a bi-weekly basis

• Escalate payment issues if a delay is imminent, within five days of the invoice due date.

Audit & Compliance Support

• Prepare materials and documentation to facilitate internal audit processes.
• Record, organize, and monitor inspection findings and reports.
• Maintain a centralized, up-to-date repository for all compliance-related documentation.

Preferred skills and qualifications:

• Bachelor’s degree in public health, Business Administration, Healthcare Administration, or a related discipline preferred.
• Minimum of 2–3 years of administrative, coordination, or operational support experience; public health, regulatory, maritime, or hospitality experience preferred.

• Experience working with databases and proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint. Experience utilizing SharePoint or other similar document management and tracking platforms is also preferred.
• Strong organizational skills and attention to detail; ability to maintain accurate trackers, logs, and documentation repositories.
• Strong written and verbal communication skills with the ability to coordinate across cross-functional teams and shipboard stakeholders.

• Ability to multi-task, remain organized, and operate effectively in a fast-paced environment with minimal supervision.