Scheduling Coordinator

Commonwealth of Massachusetts•Quincy, MA

About The Position

The Executive Office of Health and Human Services seeks a Scheduling Coordinator for the MassHealth Board of Hearings Unit. The position is primarily responsible for scheduling Fair Hearings and Claims for Adjudicatory Hearings, including backfills. The coordinator ensures timely filed Fair Hearing requests are entered accurately and scheduled or rescheduled promptly to comply with federal and state decision due dates. The role coordinates hearing schedules with scheduling staff, hearing officers, available sites, and third parties; supports and guides clerical staff; helps maintain effective operations and compliance with agency policies and procedures; and assists with scheduling-related policies, procedures, system testing, and process improvements. The coordinator also works with intake staff to assess and revise administrative tasks to streamline or automate scheduling. The job requires at least two years of qualifying professional, administrative, or managerial experience in business or public administration, or an eligible combination of experience and education. A bachelor's or higher degree may substitute for some or all of the required experience, subject to the stated rules.

Requirements

At least two 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, administration, coordination, planning, or analysis; alternatively, an equivalent combination of experience and the listed education substitutions.
A bachelor's or higher degree in business administration, business management, or public administration may substitute for the required experience.
A bachelor's or higher degree in another field may substitute for up to one year of the required experience; education toward a degree is prorated based on requirements completed.
Knowledge of human resource management principles and practices, including behavior techniques, planning, forecasting, and organizational development.
Knowledge of methods for writing, preparing, and reading tables and reports.
Ability to understand Board of Hearings regulations, policies, and procedures.
Ability to gather information, formulate questions, and make recommendations for resolution.
Ability to give precise and understandable written and oral instructions.
Ability to manage direct-reporting staff tactfully and effectively and assist with coordination of clerical staff supervision.
Ability to adjust to changing situations and meet emergency or changing program requirements.
Proficient use of Word, Excel, Microsoft Teams, and Zoom.
Ability to learn and access information systems supported by various technological platforms.
Ability to maintain confidentiality and privacy in compliance with state and federal regulations.

Nice To Haves

Knowledge of methods for writing, preparing, and reading tables and reports.
Ability to understand Board of Hearings and agency regulations, policies, and procedures.
Ability to gather information, formulate questions, and make recommendations for resolution.
Ability to maintain a staff calendar, accurate records, and reports.
Ability to multitask effectively and work in a busy environment.
Ability to give precise and understandable written and oral instructions.
Ability to establish rapport with others and maintain harmonious working relationships.
Ability to manage direct-reporting staff tactfully and effectively.
Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
Ability to exercise sound judgment.
Proficient use of Word, Excel, Microsoft Teams, and Zoom.
Ability to learn and access information systems supported by varied technological platforms.
Ability to exercise discretion in handling confidential information.

Responsibilities

Schedule hearing dates, times, and locations in coordination with scheduling staff, hearing officers, and available hearing sites.
Provide guidance to clerical staff responsible for scheduling Fair Hearings and Claims for Adjudicatory Hearings.
Ensure effective operations and compliance with agency policies and procedures.
Support and guide clerical staff on data-entry, scheduling, and rescheduling issues.
Ensure proper scheduling notices are provided to all parties, coordinating with third parties such as MassHealth agents, UMass, and MCOs regarding availability.
Assist with coordination and management of schedules for provider Claims for Adjudicatory Hearings, including pre-hearing conferences and status update conferences.
Assist in updating or drafting policies and procedures related to scheduling Fair Hearings and Claims for Adjudicatory Hearings.
Test and maintain APS.net or other legal case management systems.
Manage MassHealth representative updates.
Work with intake staff to assess, review, and revise administrative tasks to streamline or automate the scheduling process.