Program Coordinator II

Job description

*Program Coordinator II| Department of Family & Medical Leave* TheProgram Coordinator provides andcoordinates program and administrativeactivitiesfortheDepartment of Family and Medical Leave.The incumbent establishes priorities, sets schedules, and organizes the Director's activitiestoensureeffectiveoperations.Theincumbent providesinformation andassistancetovarious stakeholders, governmentofficials,ExecutiveOfficestaff,andothersconcerning thePFML programto exchange information and ensure compliance with established policies.

*Who we are:* DFML’s mission is to implement and run the Commonwealth’s Paid Family & Medical Leave program that provides income support to Massachusetts workers and their families during significant life events while serving as a partner to employers to deliver program integrity.

*What you’d do:* *The Program Coordinator II, who reports to the Director of DFML is based in Boston, MA, and is responsible for the following:* * Coordinatesactivities ofDFML staffandstakeholdersengaged intheimplementationandadministrationof program objectives.

* Supportsandcoordinatespresentations onthePFMLprogramforvariousconstituentsacrosstheCommonwealth.

* Responsible formanaging thehiring,onboarding, andoffboarding ofinternalstaff,andactsasagency liaisonto the EOLWD Human Resources Office.

* Maintains staff access and permissions to DFML software such as FINEOS and Service Now.

* Maintains and manages job postings within MassCareers.

* Prepares and updates job descriptions as necessary.

* Responsible for ordering cell phones for appropriate staff.

* Responsible for requesting and facilitating EMT access for appropriate staff.

* Facilitatesthebackgroundverificationprocessforstaffandvendors.

* Responsible for offboarding contractors and vendors and disabling permissions.

* Maintainstheagency'sSharePointpage.

* Liaisonwithfacilities/DCAMMforstaffconcernsandrequests.

* Facilitatesresolutionof ITissues/requestsfor staffandvendors.

* Trainsandsupportsstaffasappropriate.

* Composes,reviews,andpreparescorrespondenceandreports.

* Schedulesmeetingsandmaintains the Director'scalendarandassociatedtravel.

* Prepares expense reports for leadership.

* Providessupportfortheofficeincludingprocessing mail,scanning,copying,filing,assistingwithpublic records requests, responding tophone and email inquiries, and assisting visitors.

* Ordersofficesuppliesandmaintainsinventory.

* Receivesandscreensvisitorsandtelephone calls;answersand/orrefersinquiriestoappropriate parties for action.

* Providesforms,publications,andwrittenmaterialsupon request.

* Respondstotelephoneandwritteninquiriesandfacilitatesresponsespromptly.

* ProvidestechnicalassistanceandsupporttoExecutiveOfficestaff,andothersconcerningagency programs to exchangeinformationand to ensure compliance withestablished policies.

* Initiatesactionitemsandcorrespondencerequiringstaffreviewandcoordinates appropriatedraft responses for the Director's review/signature.

* May float to different teams when additional help is needed (Exemptions, Ombuds and Ops).

This need is based on prior training and experience within the department.

* AssistsDirector withspecialprojectsasneeded.

* Miscellaneous duties as assigned.

*Why should you join DFML?

* * The idea of working for a “government startup” excites you.

* You want to work for a place that values your contributions and ideas, moves quickly in implementing solutions, and at the same time, allows you the flexibility to have a good balance between your personal and professional life.

* You will work with a dedicated team who are fueled by our mission of helping the people of the Commonwealth smoothly navigate our program during the big moments in their lives, and will value you as both a coworker and as a person.

*Who you are* We’re seeking candidates who have: * Knowledgeoftheprinciplesandpracticesofhumanresourcemanagementincludingbehavioral techniques, planning, forecasting, organizational development, etc.

* Knowledgeofworksimplificationmethods.

* Knowledgeofthemethodsusedinthepreparationofcharts,graphs,andtables.

* Knowledgeofthemethodsofgeneralreportwriting.

* Abilitytounderstand,explain,andapplythelaws,rules,regulations,policies,procedures, etc.

governing assigned unit activities.

* Abilitytoanalyzeanddetermine theapplicability ofdata,drawconclusions,andmake appropriate recommendations.

* Abilitytogatherinformationbyexaminingrecordsanddocuments byquestioningindividuals.

* Abilitytoassembleitemsofinformationinaccordancewithestablishedprocedures.

* Abilitytodetermineproperformatandprocedureforassemblingitemsofinformation.

* Abilitytomaintainaccuraterecords.

* Abilitytoprepareandusecharts,graphs,andtables.

* Abilitytopreparegeneralreports.

* Abilitytowriteconciselytoexpressthoughtsclearlyandtodevelopideasinlogicalsequence.

* Abilitytofollowwrittenandoralinstructions.

* Abilitytogivewrittenandoralinstructionsinaprecise,understandablemanner.

* Abilitytocommunicateeffectivelyinoralexpression.

* Abilitytosupervise, includingplanningandassigning workaccordingtothenatureofthejobto beaccomplished, thecapabilities ofsubordinates, andavailable resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needsand providing orarranging forsuchtraining; motivating subordinates toworkeffectively; determining theneed for disciplinary action and either recommending orinitiating disciplinaryaction.

* Abilitytoestablishrapportwithothers.

* Abilitytoestablishandmaintainharmoniousworkingrelationshipswithothers.

* Abilitytodealtactfullywithothers.

* Abilitytoadjusttovaryingorchangingsituationstomeetemergency orchanging programrequirements.

* Abilitytoexercisesound judgment.

* Abilitytoexercisediscretioninhandling confidentialinformation.

*Preferred Qualifications**:* * Experience performing administrativeservicesinthehealthcare,humanresourcesorinsuranceindustriesis strongly preferred.

* Proficient inMicrosoft OfficeSuite-Word,Excel,PowerPoint andtheability tocomposeandformatreportsin these formats.

* Strongorganizationalskillsandtheabilitytoeffectively managemultipleassignments,prioritizetasks,and follow through to completion.

* Experiencecomposingletters, documentsandschedules.

* Effective listening and oral and written communication skills.

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions: I.

A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.* II.

A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.* III.

A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.* *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

_*Comprehensive Benefits*_ When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package.

We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics?

Explore our Employee Benefits and Rewards! *An Equal Opportunity / Affirmative Action Employer.

Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.* The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.

Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.

We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

**Job:** **Administrative Services* **Organization:** **Department of Workforce Development* **Title:** *Program Coordinator II* **Location:** *Massachusetts-Boston-100 Cambridge Street* **Requisition ID:** *25000670*

Required Skill Profession

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