Division Program Coordinator

Commonwealth of Massachusetts•Boston, MA

6d•Onsite

About The Position

The Department of Children and Families (DCF) is seeking a mission-driven, dedicated, experienced and highly organized individual to fill the role of Division Program Coordinator. This individual will also be committed to upholding the Department’s fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. The Division’s Program Coordinator performs confidential programmatic and some administrative duties for the Central Office Division. The PC will coordinate and monitor assigned program activities; review and analyze data concerning Division Activities, including programmatic and budgetary data; and provide technical assistance to Central Office Division and Regional Office management. The PCI will be responsible for responding to inquiries and acting as a liaison with internal and external partners. The PC I is responsible for performing work as required.

Requirements

At least (A) two 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.
I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
II. 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 completed.

Nice To Haves

Knowledge of the principles and practices of human resource management, including behavioral techniques, planning, forecasting, organizational development, etc.
Knowledge of work simplification methods.
Knowledge of the methods used in the preparation of charts, graphs, and tables.
Knowledge of the methods of general report writing.
Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
Ability to gather information by examining records and documents and by questioning individuals.
Ability to assemble items of information in accordance with established procedures.
Ability to determine proper format and procedure for assembling items of information.
Ability to maintain accurate records.
Ability to prepare and use charts, graphs and tables.
Ability to prepare general reports.
Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
Ability to follow written and oral instructions.
Ability to give written and oral instructions in a precise, understandable manner.
Ability to communicate effectively in oral expression.
Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
Ability to establish rapport with others
Ability to establish and maintain harmonious working relationships with others.
Ability to deal tactfully with others.
Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
Ability to exercise sound judgment.
Ability to exercise discretion in handling confidential information.

Responsibilities

Provides operational, programmatic, and some administrative support to the Division Management Team
Responds to inquiries from agency staff and others in order to provide information about the Division
Exercises discretion in handling confidential information
Designates priority levels to action items, tracks tasks, and confers with the Director of Administration on daily tasks
Coordinates and monitors day-to-day operations for the Division, including tracking projects, scheduling, and responding to requests from Division employees
Acts as liaison for statewide administrative processes requiring Deputy Commissioner approval and/or oversight
Handles the appointment calendar and coordinates meetings for Deputy Commissioner, Assistant Commissioners, Director of Administration, and other Division staff as required, including assessing priority level for meeting requests.
Provides technical assistance to Division Management in assembling, formatting, and preparing materials for briefings, presentations, and reporting to various entities, including the Governor’s Office, EOHHS, OCA, legislature, sister agencies, and the federal government
Assists Division Management Team with meeting/event planning, including scheduling, coordination, and arrangement of shared office space reservation and resources at Central Office and other DCF site locations.
Tracks budgets and spending in Division budget lines and prepares invoices to submit to bill paying
Prepares the Deputy Commissioner's travel reimbursement documentation, TAF, ethics forms, and tracks approval status as necessary
Coordinates staff onboarding and offboarding in partnership with the Director of Administration
Coordinates and monitors deadlines of deliverables to and from the Deputy Commissioner.
Creates surveys relevant to project activities, collects survey data, and report and processes staff vacancies, postings, hiring packets, and Organizational Charts for Division
Provides technical assistance and advice, including exchanging information, resolving problems, and ensuring compliance with established policies, procedures and standards
Reviews and analyzes data concerning assigned agency initiatives to determine progress and compliance
Creates Spreadsheet/Data collection tools as needed.
Alerts Division Managers of employee compliance with unit and agency standards and policies
Maintains a relationship of communication and partnership between the Central Office, Regional Offices, and Area Offices, to exchange information, resolve problems, and coordinate activities.
Maintains liaison with various private, local, state, and federal agencies and others to exchange information and/or resolve problems
Acts as a receptionist for the Division, including receiving visitors. Answers and/or refers inquiries to appropriate parties for action
Composes and/or prepares correspondence, reports, screens telephone calls, and delivers packages, as needed.
Other duties as assigned by the Division Management Team, including providing support to other divisions upon request.