TheDepartment of Children and Families (DCF)is seeking a mission-driven, dedicated, experienced and highly organized individual to fill the role of Division Program Coordinator. This individual will also be committed to upholding the Department's fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. The Division's Program Coordinator performs confidential programmatic and some administrative duties for the Central Office Division. The PC will coordinate and monitor assigned program activities; review and analyze data concerning Division Activities, including programmatic and budgetary data; and provide technical assistance to Central Office Division and Regional Office management. The PCI will be responsible for responding to inquiries and acting as a liaison with internal and external partners. The PC I is responsible for performing work as required. Duties and Responsibilities (these duties are a general summary and not all inclusive): · Provides operational, programmatic, and some administrative support to the Division Management Team · Responds to inquiries from agency staff and others in order to provide information about the Division · Exercises discretion in handling confidential information · Designates priority levels to action items, tracks tasks, and confers with the Director of Administration on daily tasks · Coordinates and monitors day-to-day operations for the Division, including tracking projects, scheduling, and responding to requests from Division employees · Acts as liaison for statewide administrative processes requiring Deputy Commissioner approval and/or oversight · Handles the appointment calendar and coordinates meetings for Deputy Commissioner, Assistant Commissioners, Director of Administration, and other Division staff as required, including assessing priority level for meeting requests. · Provides technical assistance to Division Management in assembling, formatting, and preparing materials for briefings, presentations, and reporting to various entities, including the Governor's Office, EOHHS, OCA, legislature, sister agencies, and the federal government · Assists Division Management Team with meeting/event planning, including scheduling, coordination, and arrangement of shared office space reservation and resources at Central Office and other DCF site locations. · Tracks budgets and spending in Division budget lines and prepares invoices to submit to bill paying · Prepares the Deputy Commissioner's travel reimbursement documentation, TAF, ethics forms, and tracks approval status as necessary · Coordinates staff onboarding and offboarding in partnership with the Director of Administration · Coordinates and monitors deadlines of deliverables to and from the Deputy Commissioner. · Creates surveys relevant to project activities, collects survey data, and report and processes staff vacancies, postings, hiring packets, and Organizational Charts for Division · Provides technical assistance and advice, including exchanging information, resolving problems, and ensuring compliance with established policies, procedures and standards · Reviews and analyzes data concerning assigned agency initiatives to determine progress and compliance · Creates Spreadsheet/Data collection tools as needed. · Alerts Division Managers of employee compliance with unit and agency standards and policies · Maintains a relationship of communication and partnership between the Central Office, Regional Offices, and Area Offices, to exchange information, resolve problems, and coordinate activities. · Maintains liaison with various private, local, state, and federal agencies and others to exchange information and/or resolve problems · Acts as a receptionist for the Division, including receiving visitors. Answers and/or refers inquiries to appropriate parties for action · Composes and/or prepares correspondence, reports, screens telephone calls, and delivers packages, as needed. · Other duties as assigned by the Division Management Team, including providing support to other divisions upon request. Preferred Qualifications: · 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 used in the preparation of charts, graphs, and tables. · Knowledge of the methods of general report writing. · 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 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 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 follow written and oral instructions. · Ability to give written and oral instructions in a precise, understandable manner. · Ability to communicate effectively in oral expression. · 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 establish rapport with others · Ability to establish and maintain harmonious working relationships with others. · Ability to deal tactfully with others. · Ability to adjust to varying or changing situations to meet emergency or changing program requirements. · Ability to exercise sound judgment. · Ability to exercise discretion in handling confidential information. About the Department of Children and Families: The Department of Children and Families (DCF) is committed to upholding the fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. DCF's vision is that all children have the right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care and education. DCF works toward establishing the safety, permanency and well-being of the Commonwealth's children by: stabilizing and preserving families; providing quality temporary alternative care when necessary, safely reunifying families; and when necessary and appropriate, creating new families through kinship, guardianship or adoption. Preferred applicants will possess a demonstrated commitment to the core practice values: 1) child-driven, 2) family-centered, 3) community-focused, 4) strength-based, 5) committed to diversity/cultural competency, and, 6) committed to continuous learning. For more information about our agency and programs visit: www.mass.gov/dcf Pre-Hire Process: A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit?http://www.mass.gov/hhs/cori Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website. ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option 4. First consideration will be given to those applicants that apply within the first 14 days. MINIMUM ENTRANCE 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 completed. /Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range./ 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. Want the specifics? Explore our Employee Benefits and Rewards! An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role. Job: Administrative Services Organization: Department of Children & Families Title: *Division Program Coordinator Location: Massachusetts-Boston-1 Ashburton Place Requisition ID: 260003VC
