Program Coordinator II /Executive Coordinator

Job Description

Job Description

Job Title: Executive Coordinator
Location: Natick, MA 01760
Duration: 06 Months
Pay rate: $39.00/hr - $39.50/hr on W2 without benefits

Summary:
The Executive Coordinator acts as a high-level right-hand support for the Chair, managing complex schedules, communications, and confidential projects. The Executive Coordinator focuses on the Chair s strategic needs, exercising higher autonomy and decision-making authority in handling daily operations, meeting preparation, including acting as the Chair s stakeholder liaison to other agencies in the Executive, Judiciary, and Legislative branch of government. The Executive Coordinator has an obligation not to disclose sensitive information accessed through the execution of their job duties while working in a confidential capacity. Also, acts as the lead executive assistant to the administrative assistant.

DETAILED STATEMENTS OF DUTIES AND RESPONSIBILITIES:

• Provide high-level executive support, acting as a liaison between the chair, board members, and external stakeholders to facilitate the parole decision-making process.
• Gatekeeping and communication for the Chair which includes calendar and email management, screens communication from internal and external stakeholders, organizing and presenting information to the Chair, including handling phone calls and visitors.
• Manage the Chair s daily schedule, optimizing productivity by organizing, prioritizing, resolving conflicts, and ensuring necessary prep time to meet the Chair s stated goals, and coordinating itineraries and travel logistics.
• Organizes and facilitates events sponsored by the Chair, and attends meetings, committees, and all other necessary events to assist the Chair as appropriate. May be required to travel for these meetings, and some may occur after work hours.
• Handling of confidential staff/union related communications and documents between the Chair, Executive Director, General Counsel, and Director of Human Resources, including investigation of complaints against employees, union grievances and demands to bargain, disciplinary matters, and settlement agreements.
• Assist the Chair in the development, implementation, and annual review of regulations, policies, and procedures process, including reviewing and drafting of documents as necessary.
• Assist the Chair and General Counsel in managing Executive Sessions (confidential process of deliberating parole decisions) with Board Members, including agenda preparation, real-time access to inmate record and parole hearing information, and documentation as appropriate.
• Process, organize, and record documents and files to prioritize for archiving purposes pursuant to agency policy and state law.
• Preparing briefings, presentations, and reports for meetings, conferences, and legislative hearings.
• Coordination of training for all Board Members.
• Provide high-level executive support to all Board Members to facilitate the parole decision-making process.
• At the Chair s discretion, communicate prioritized tasks to the Executive Assistant who provides administrative support to all Board Members.
• Serve as the Chair s liaison to other agencies in the Executive, Judiciary, and Legislative branch of government, the public, various private vendors, and local and federal law enforcement agencies to receive/exchange information and/or to resolve problems.
• Perform other related duties as required.

7. QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)

• Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc.
• Knowledge of work simplifications 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 personnel data, to draw conclusions, and make appropriate recommendations.
• Ability to gather information by examining records and documents and through observing and 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 develop ideas in logical sequence.
• Ability to follow written and oral instructions.
• Ability to give written and oral instructions in a precise and 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 actions.
• 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 programs requirements.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.
• Based on assignment the following additional qualifications may be required at hire:
• Ability to operate a motor vehicle.
• Additional qualifications required at hire for Program Coordinator II and higher positions:
• Knowledge of the principles, practices and techniques of supervision.

8. QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities)

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
• Knowledge of the organizational structure and functions of the assigned agency.
• Knowledge of the proper procedures for making and receiving agency telephone calls.
• Knowledge of the types and uses of agency forms.

Based on assignment, the following additional qualifications may be acquired on the job:

• Knowledge of the laws, rules and regulations governing the state personnel system.
• Knowledge of state budgetary procedures relating to positions, salaries, and personnel services.
• Knowledge of the laws, rules, policies, and procedures governing Federal Grant Administration.
• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
• Knowledge of state accounting and budgetary procedures including terminology.

MINIMUM ENTRANCE REQUIREMENTS
Applicants must have 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:

• 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.
• NOTE: No substitutions will be permitted for the required (B) experience.

LICENSES AND/OR CERTIFICATION REQUIREMENTS

• Based on assignment, possession of a current and valid Motor Vehicle Operator s License may be required.