Division Program Coordinator

Job Title Division Program Coordinator (260003VC) Agency Department of Children and Families (DCF) Duties and Responsibilities Provides operational, programmatic, and administrative support to the Division Management Team. Responds to inquiries from agency staff and others 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. Provides technical assistance to Division Management in assembling, formatting, and preparing materials for briefings, presentations, and reporting to various entities. Assists Division Management Team with meeting/event planning, 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 for bill payment. 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 processes staff vacancies, postings, hiring packets, and organizational charts for the 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 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 to exchange information and/or resolve problems. Acts as a receptionist for the Division, including receiving visitors, answering and/or referring 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 human resource management principles and practices, including behavioral techniques, planning, forecasting, organizational development, and more. Knowledge of work simplification methods. Knowledge of methods used in the preparation of charts, graphs, and tables. Knowledge of general report writing methods. Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities. Ability to analyze and determine applicability of data, 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 and develop ideas in logical sequence. Ability to follow written and oral instructions. Ability to give written and oral instructions precisely and understandably. Ability to communicate effectively orally. Ability to supervise, including planning and assigning work, controlling work through reviews, determining training needs, motivating subordinates, and handling disciplinary actions. Ability to establish rapport with others. Ability to maintain harmonious working relationships. Ability to deal tactfully with others. Ability to adjust to varying or changing situations to meet emergent or changing program requirements. Ability to exercise sound judgment. Ability to exercise discretion in handling confidential information. Minimum Entrance Requirements Applicants must have 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, program administration, program coordination, program planning, and/or program analysis. Substitutions: A bachelor's or higher degree with a major in business administration, business management or public administration may substitute for the required experience. A bachelor's or higher degree with a major other than business administration, business management or public administration may substitute 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 requirements completed. About the Department of Children and Families The Department of Children and Families (DCF) is committed to protecting children from abuse and neglect to ensure they can grow and thrive in a safe, nurturing environment. DCF’s vision is that all children have a right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care and education. Equal Opportunity 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. We encourage applications from all qualified individuals. Salary 65,578.50 – 94,378.44 Yearly Benefits An outstanding suite of employee benefits is offered, supporting you and your family. #J-18808-Ljbffr Commonwealth of Massachusetts