Operations Coordinator (Program Coordinator II) - Recovery from Addictions Program

DescriptionThe Recovery from Addictions Program (RAP), operated by the Department of Mental Health (DMH), is seeking an Operations Coordinator to provide supervision to staff responsible for operational support to the program that includes environmental services. The selected candidate coordinates and monitors assigned program activities; reviews and analyzes data concerning agency programs; provides technical assistance and advice to agency personnel and others; responds to inquires; maintains liaison with various agencies; and performs related work as required. The selected candidate also coordinates, monitors, develops and implements programs for an assigned agency.Work Schedule: The selected candidate will work 37.5 hours per week from 8:30am to 4:30pm Monday through Friday. The days off are Sunday and Saturday.Duties and Responsibilities (these duties are a general summary and not all inclusive):Provides support to the Program Coordinator III, serving a multitude of essential tasks that are necessary to the day-to-day operation of the program. Coordinates and monitors assigned program activities in order to ensure effective operations and compliance with established standards.Provides supervision to, housekeeping staff. Acts as liaison between program managers and their staff to ensure effective workflow. Reviews and analyzes data concerning assigned agency programs in order to determine progress and effectiveness, to make recommendations for changes in procedures, guidelines, etc. and to devise methods of accomplishing program objectives.Maintains adequate inventory for successful operation of the program. Including housekeeping supplies, linens for the program, maintaining equipment utilized for housekeeping.Responsible for ensuring a safe, clean and healthy environment.Provides backup to the Program Coordinator III, entering work orders in the system, helping with the transport calendar and supervising the trades worker. in the absence of the Program Coordinator III or when back-up is needed.Oversee the mail room, ensuring mail procedures are carried out effectively and efficiently.Processes interagency space agreements, school affiliation agreements, etc.Provides technical assistance and advice to agency personnel and others concerning assigned programs in order to exchange information, resolve problems and to ensure compliance with established policies, procedures and standards.Monitors environmental services protocols, ensuring they are up to date.Responds to inquiries from agency staff and others in order to provide information concerning assigned agency programs.Maintains liaison with various private, local, state and federal agencies and others in order to exchange information and/or to resolve problems.Performs related duties such as attending meetings and conferences; maintaining records and preparing reports.Provides on the job training and orientation for employees.Develop and implement procedures and guidelines to accomplish assigned agency program objectives and goals.Review reports, memoranda, etc. for completeness, accuracy and content.Confer with management staff and other agency personnel in order to determine program requirements and availability of resources and to develop the criteria and standards for program evaluation.Evaluate program activities in order to determine progress and effectiveness and to make recommendations concerning changes as needed.Required Qualifications:Knowledge of fiscal management including budget preparation and reconciliationKnowledge 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.Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.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 informationAbility to maintain accurate records.Ability to prepare and use charts, graphs and tables and generate reports.Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.Ability to give written and oral instructions in a precise, understandable manner.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 and maintain harmonious working relationships with others and deal tactfully with others.Ability to adjust to varying or changing situations to meet emergency or changing program requirements.Ability to exercise discretion in handling confidential information.About the Recovery from Addictions Program (RAP):The Department of Mental Health (DMH) in collaboration with the Department of Public Health (DPH) Bureau of Substance Addiction Services operates a statewide Recovery from Addictions Program (RAP) for individuals civilly committed by the courts for substance use treatment for up to 90 days (“Section 35 commitment”).The program model will provide acute detoxification and early clinical stabilization services as we help clients develop community-based linkages to outpatient supports and substance use disorder treatment providers. The individuals treated within this program will be linked upon discharge to a range of services within the DPH continuum of care for substance use conditions. RAP provides administrative, medical, clinical, and non-clinical services. Its mission to provide quality client-centered care and recovery-oriented treatment.DMH Vision and Mission:The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.Learn more: 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 and click on "Information for Job Applicants."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 RequestsFor questions regarding this requisition, please contact Executive Office of Health and Human Services, Human Resources at View phone number on us.fitly.work, Option 4.QualificationsFirst consideration will be given to those applicants that apply within the first 14 days.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: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.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 BenefitsWhen 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!Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.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 Field: Administrative ServicesOrganization: Department of Mental HealthSchedule: Full-timeShift: Day