Program Coordinator I

Commonwealth of Massachusetts • Malden, MA

3d

About The Position

The General Jurisdiction Unit (GJU) of the Division of Administrative Law Appeals (DALA) adjudicates a broad range of administrative appeals across multiple state agencies. Within the GJU, the Program Coordinator I serves as a key operational and administrative leader responsible for coordinating case management, supporting Administrative Magistrates, and ensuring the efficient processing of appeals. Working in a quasi-judicial environment under court protocol, the Program Coordinator I manages adjudicatory workflows, maintains official records, oversees technical processes, and ensures compliance with statutory and regulatory requirements. The role requires strong organizational skills, technical proficiency, sound judgment, and effective collaboration with Division personnel and parties who appear before DALA. The position requires exceptional organizational ability, strong technical proficiency, sound independent judgment, and consistent collaboration with internal staff and partner agencies.

Requirements

• Applicants must have 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.
• Substitutions: 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 actually completed.
• Knowledge of Administrative Law Appeals principles, statutes, regulations, and state-level policies.
• Experience communicating effectively with the public and public officials, including the Attorney General’s Office.
• Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint).
• Ability to maintain accurate and detailed records in a high-volume adjudicatory environment.
• Strong written and verbal communication skills, with the ability to present information clearly and logically.
• Ability to develop and maintain strong collaborative relationships with internal staff and external partners.
• Ability to maintain accurate records.
• Ability to work independently.
• Ability to adapt to varying work situations.

Responsibilities

• Perform administrative and assistant-level duties within an Administrative Appeals office operating under court protocol.
• Greet visitors, vendors, and parties, check in litigants for hearings and conferences.
• Receive incoming calls and respond to routine inquiries, providing procedural guidance to attorneys, paralegals, pro se litigants, and agency representatives regarding filing appeals, motions, continuances, and related matters.
• Docket all incoming documents into Time Matters; open, sort, stamp, docket, and distribute pleadings received via mail, UPS, fax, hand delivery, and online filing.
• Enter and manage documents in the agency database and distribute them to appropriate magistrates.
• Monitor and manage online filings, respond to filing inquiries, review submissions, enter filings into the database, and record associated fee payments.
• Enter all new appeals into the database, including newly assigned case types such as DPPC, Department of Fishery and Wildlife, DPH Nursing Licensure, Marijuana cases, Retirement Plus (MTRS), and TARP (Boston Retirement System).
• Maintain accurate docketing as case volume increases, particularly in retirement-related appeals.
• File away closed cases.
• Assist management with outreach to agencies and retirement boards to obtain required documents and responses.
• Support magistrates by contacting parties to obtain documentation or provide procedural instructions.
• Return non-compliant filings with standardized correspondence and filing instructions; when necessary, scan and distribute documents to all parties to ensure proper service.
• Provide clerical and procedural support to management and magistrates.
• Train temporary staff on database usage and DALA protocols.
• Utilize and maintain office equipment, including copy machines, printers, and postage meters; replace cartridges and replenish supplies as needed.
• Print, copy, mail, and file appeal documents in accordance with established procedures.
• Maintain accurate records and ensure proper distribution and service of decisions and filings.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level