Coordinator for Programs & Services

Commonwealth of Massachusetts•Boston, MA

About The Position

The Massachusetts Commission for the Blind (MCB) is seeking a highly organized, detail-oriented, and collaborative professional to coordinate administrative, case management, fiscal, and operational support across its Programs and Services department. The department serves individuals who are legally blind throughout the Commonwealth. The Coordinator reports to the Director of Programs and Services and works closely with supervisors, directors, and staff to maintain case management and fiscal information, coordinate referrals, track purchase orders and payment vouchers, support program documentation, and support agency systems and reporting. The role provides support across MCB programs and services; maintains information in agency case management and fiscal systems; prepares and tracks referrals and fiscal documentation; and provides front-end support to case management system users. The Coordinator also supports program administration and reporting, prepares correspondence and other materials, and serves as a resource for staff on routine systems, processes, data, and operational questions. The position requires strong administrative, organizational, technology, analytical, and communication skills, as well as the ability to manage multiple priorities and handle sensitive information appropriately.

Requirements

At least two years of full-time, or equivalent part-time, professional, administrative, or managerial experience in business administration, business management, or public administration, with major duties involving program management, administration, coordination, planning, or analysis, or an equivalent combination of experience and education.
Strong administrative and computer skills, with the ability to learn and effectively use case management, fiscal, reporting, and other business systems.
Ability to accurately enter, maintain, organize, and review case management, programmatic, and fiscal information.
Ability to exercise discretion and sound judgment when handling confidential or sensitive information.
Strong analytical and problem-solving skills, including the ability to review information, draw conclusions, and make appropriate recommendations.
Excellent written and verbal communication skills and the ability to prepare reports, correspondence, and other administrative materials.
Ability to understand and apply applicable laws, regulations, policies, procedures, and guidelines.
Strong organizational and time-management skills, including the ability to manage multiple priorities and meet established deadlines.
Ability to work independently and collaboratively and establish effective working relationships with staff, vendors, providers, and other stakeholders.
A bachelor's or higher degree in business administration, business management, or public administration may substitute for the required experience. A bachelor's or higher degree in another major may substitute for up to one year of required experience. Education toward a degree is prorated based on the proportion of requirements completed.

Nice To Haves

Background in administrative, program coordination, case management, fiscal, or operational support, preferably in a human service, healthcare, nonprofit, public-sector, or government environment.
Familiarity with electronic case management, fiscal, reporting, or other enterprise business systems.
Demonstrated ability to maintain electronic records, review data for accuracy, and identify and resolve discrepancies.
Ability to provide user support and troubleshoot routine system, access, data, and workflow issues.
Knowledge of processes related to referrals, purchase orders, payment vouchers, contracts, and other administrative or fiscal documentation.
Strong reporting and data management skills, including experience working with programmatic, case management, or fiscal information.
Demonstrated ability to manage competing priorities while maintaining accuracy, attention to detail, and timely follow-through.
Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams, and ability to quickly learn new systems and technology platforms.
Strong customer service and interpersonal skills, with the ability to provide responsive support and collaborate effectively across programs and departments.

Responsibilities

Provide support to supervisors, directors, and staff across MCB programs and services.
Enter, maintain, review, and update information in agency case management and fiscal systems in accordance with established policies and procedures.
Prepare, submit, process, and track referrals to MCB programs, vendors, service providers, and partner organizations.
Prepare, process, and track purchase orders, payment vouchers, contract documentation, and related fiscal and administrative materials.
Provide front-end support to case management system users, including password resets, routine access requests, user guidance, and troubleshooting case-related issues.
Make authorized corrections to case information and remove information when appropriate and approved.
Create, test, and maintain report layouts to support agency data and reporting needs, and refer complex system issues to the case management system application owner.
Serve as a resource to staff regarding case management and fiscal data, systems, processes, and routine operational questions.
Support supervisors and program directors with program administration, coordination, tracking, and preparation of federal and state reports.
Prepare correspondence, memoranda, and other program-related materials.
Provide support to program and service departments as needed.