Your Role in HubSpot: What DPH Staff Does Day to Day
The five core areas of responsibility you will manage in HubSpot as an assistant program administrator.
Overview
As an assistant program administrator, your work in HubSpot spans five core areas. You are not a data entry clerk -- you are the connective tissue between DPH's oversight responsibilities and the Local Implementing Agencies delivering services in the field. HubSpot is the system that holds it all together, and your role is to keep it accurate, up to date, and useful for everyone on the team.
1. Contact Management: Keeping the LIA Staff List Current
HubSpot's Contacts module is where all program participants are tracked -- not families, but the staff and agency contacts involved in program delivery and oversight. Your responsibility in this area is to make sure the contact records for LIA staff, supervisors, and partner agency representatives are accurate and up to date.
In practice, this means adding new contacts when an LIA hires a new Family Support Specialist or supervisor, updating records when staff change roles or leave an agency, and ensuring that each contact is associated with the correct Company (LIA) record. When an LIA notifies DPH of a staffing change, that is your cue to update HubSpot. Do not wait for a batch update -- recording changes promptly keeps everyone's data reliable.
2. Events and Training Calendar Management
DPH coordinates a regular schedule of trainings, webinars, and program events for LIA staff across the state. HubSpot is used to publish, manage, and track these events. Your role includes creating event records, sending invitations or registration information, tracking registrations and attendance, and following up after events as needed.
When a new training is planned, you will work with the program team to gather the details: date, time, format (in-person or virtual), location or link, target audience, and any registration requirements. You will enter that information into HubSpot and make sure the right contacts are notified. After the event, you may be responsible for recording attendance or updating the event record with notes or materials.
3. Contract and Compliance Tracking
Each LIA operates under a contract with DPH that outlines the services they are expected to deliver, the outcomes they must achieve, and the reporting they must submit. HubSpot's Deals pipeline is used to track the status of these contracts and monitor key compliance milestones.
Your role in this area is to keep the pipeline up to date as milestones are reached and to flag anything that looks overdue or off track. In practice, this means moving deal records through pipeline stages as compliance steps are completed, updating due dates, and making sure each LIA's record reflects current status. If a contract deliverable is approaching its deadline and has not been completed, flagging that to Emily or the appropriate team member promptly is part of your job.
4. Monthly Reporting Support
LIAs are required to submit monthly data reports to DPH as a condition of their MIECHV funding. These reports document the families served, home visits completed, and other key program metrics. Your role generally includes tracking which LIAs have submitted their monthly reports, following up with any agencies that have not submitted by the deadline, and helping organize the data once it is received. You will get more specific guidance from Emily on what your piece of this looks like.
5. Communications and Email
DPH uses HubSpot's Marketing email tools to communicate with LIA staff and other program contacts. These communications might include event invitations, program updates, deadline reminders, resource announcements, or other program-wide messages.
Your role in this area includes drafting or formatting emails in HubSpot, managing contact lists or segments to make sure the right people receive each message, scheduling sends, and reviewing basic performance data after emails go out. What matters most is accuracy: the right audience, the right information, sent at the right time. Chelsea Manwiller, the Social Marketing Coordinator, may also be involved in program communications and is a good resource if you have questions about format or messaging.
A Note on Learning Curve
If some of this feels unfamiliar right now, that is completely normal. HubSpot has a lot of features, and the Home Visiting program has its own specific ways of using them. Give yourself permission to learn incrementally. The knowledge base is here to support you, and the team is available to answer questions. The most important thing in your first weeks is to understand the big picture -- the details will come with time and practice.