Executive Assistant (Program Coordinator I)

Commonwealth of Massachusetts•Boston, MA

8d•Onsite

About The Position

The Executive Assistant (Program Coordinator I) role at MassDOT involves coordinating and monitoring assigned program activities, reviewing and analyzing data concerning agency programs, providing technical assistance and advice, responding to inquiries, and maintaining liaison with various agencies. This position works primarily for the Director and Deputy Director of the Right of Way Bureau, acting as a liaison between different sections within the bureau and with other MassDOT support services. Key duties include preparing items for the Highway Administrator, monitoring project trackers, reviewing inspection reports and case folders, assisting with legal actions and Eminent Domain files, managing office activities, preparing correspondence, supporting Section Administrators, reviewing reports for completeness and accuracy, coordinating with other MassDOT divisions, monitoring office support needs, and handling the scanning and archiving of approved plans.

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.
A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
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.
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 of general report writing.
Knowledge of the methods used in the preparation of charts, graphs and tables.
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 communicate effectively in oral expression.
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 follow written and oral instructions.
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 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 adjust to varying or changing situations to meet emergency or changing program requirements.

Nice To Haves

Possession of a current and valid Massachusetts Class D Motor Vehicle Operator's License may be required.

Responsibilities

Coordinate and monitor assigned program activities.
Review and analyze data concerning agency programs.
Provide technical assistance and advice to agency personnel and others.
Respond to inquiries.
Maintain liaison with various agencies.
Act as a liaison between various sections within the ROW Bureau, and with other MassDOT support services.
Prepare items presented by the Director of the ROW Bureau to the Highway Administrator, and coordinate follow up actions with Legal/Conveyance, Engineering, Layouts, Projects, Negotiations, Relocation, and Finance Sections.
Monitor ROW project tracker and update as required, keeping Deputy Director informed of upcoming milestones.
Inspect reports and review case folders on a periodic basis and report findings to the Deputy Director.
Assist in retrieval and preparation of files as requested for AG’s office relative to legal actions filed.
Coordinate retrieval of Eminent Domain files from storage if needed for use by various sections.
Assist Director and Deputy Director with office management activities, scheduling and setting up meetings, personnel issues, resource allocation, special events planning.
Prepare and correspondence and update case files as directed.
Provide Section Administrators with support services as requested by the Deputy Director.
Assist with the review of reports, memoranda, etc. for completeness, accuracy and content.
Coordinate with and develop working relationships with other Sections in MassDOT and the Highway Division such as HR, LR, ODCR, OREED, IT, Environmental, Project Management, etc. to facilitate work between sections.
Participate with job training and orientation for new employees as requested.
Monitor office support needs including equipment, supplies, mail management, etc. to ensure all sections of the ROW Bureau’s needs are met.
Receive plans from consultants and prepare for approval by the Director of the ROW Bureau.
Scan approved items and archive on SharePoint and coordinate with Conveyance for recording at registry of deeds.