Program Coordinator II

Commonwealth of Massachusetts • Boston, MA

12h

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). This role involves coordinating meetings, managing schedules, maintaining records, and performing general administrative and technical support functions. The position also serves as a liaison with Finance, Human Resources, and other departments, supporting personnel recruitment activities such as interview coordination and onboarding. Additionally, the Program Coordinator II conducts research, prepares reports and correspondence, and assists with special projects as directed by the Deputy Commissioner.

Requirements

• At least three 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, program administration, program coordination, program planning and/or program analysis.
• OR any equivalent combination of the required experience and the substitutions below.
• Substitutions:
• 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.
• A Graduate 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.

Responsibilities

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

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
• Education Level: No Education Listed