Program Coordinator II

Commonwealth of Massachusetts • Boston, MA

17h • Hybrid

About The Position

The Program Coordinator II provides comprehensive administrative, technical and operational support to the Deputy Commissioner and Directors within the Office of Design and Construction (ODC) by coordinating meetings, managing schedules, maintaining records, and performing general administrative and technical support functions. Serves as a liaison with Finance, Human Resources, and other departments while supporting personnel recruitment activities, including interview coordination, and onboarding processes. Conducts research, prepares reports and correspondence, and assists with special projects and other assignments as directed by the Deputy Commissioner.

Requirements

• 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.

Responsibilities

• Schedule appropriate ODC personnel and reserve conference rooms as needed for recurring and individual meetings and appointments for the Deputy Commissioner and Directors as needed.
• Ensure timely setup of any required Information Technology and/or Audiovisual Systems necessary to support Hybrid meetings occurring via Microsoft Teams or Zoom.
• Administrative functions, including filing, faxing, scanning, photocopying, and research/retrieval of documents in support of Public Records Requests.
• Maintain proper inventory, re-ordering and distributing as needed, of construction safety Personal Protective Equipment (PPE): Hard Hats, Vests, Eye/Ear Protection.
• Manage routing and issuance of DCAMM Trench Permits, including Dept. of Public Safety notification.
• Performs special projects involving considerable research and the preparation and/or coordination of activities and written correspondence or reports related to those projects.
• Maintains Organizational Chart for ODC and in coordination with HR.
• Assist in the hiring processes of new personnel in ODC. Work with the interview committees to schedule interviews, obtain conference room space if needed, and assemble interview packages for each committee member.
• Serve as ODC’s main POC for Mass DoT’s Truck Safety Device Program, ensuring contractor submissions are routed to the appropriate personnel for timely review.
• Assist Project Management Teams within ODC as needed with generation and distribution of correspondence.
• Assist front reception area of DCAMM in case of unplanned absences.
• Other duties as assigned.

Benefits

• Comprehensive Benefits
• outstanding suite of employee benefits that add to the overall value of your compensation package
• work experience that supports you, your loved ones, and your future

What This Job Offers

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