Program Coordinator II

Commonwealth of Massachusetts; Boston (MA); On-site; USD 72,172 - 104,315; Full time

Job summary

The Commonwealth of Massachusetts is seeking a Program Coordinator II for the Division of Capital Asset Management in Boston, MA. This role involves providing comprehensive administrative, technical, and operational support to senior officials and may lead to a hybrid work schedule.

Responsibilities include coordinating meetings, managing records, supporting personnel recruitment, and liaising with various departments. Candidates should have experience in program management and a relevant degree. The position offers a competitive salary and a comprehensive benefits package.

Qualifications

• 3+ years of administrative or managerial experience.
• Strong organizational and communication skills.
• Experience in program management or coordination.

Responsibilities

• Provide administrative support to Deputy Commissioner and Directors.
• Coordinate meetings and manage schedules.
• Support recruitment activities and maintain records.

Education

Bachelor's degree in business administration, business management, or public administration

Graduate degree in relevant fields

Job description

DCAMM’s Mission

The Division of Capital Asset Management and Maintenance (DCAMM) oversees over $3 billion in capital programs and projects, and is responsible for capital planning, project delivery, property acquisitions, dispositions, management, and real estate services for the Commonwealth. DCAMM is the steward of all the Commonwealth’s assets, which include 5.5 million square feet of state buildings. As an agency, we care for the people of our state and the future of our planet.

We work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the Commonwealth’s citizens and help achieve a zero‑carbon future.

We are partners with, and advisors to, fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions.

We support the growth of the Commonwealth’s economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.

We work to expand access, opportunity, and equity to create more inclusive services, planning and outcomes for all the citizens of the Commonwealth.

Position Summary

The Program Coordinator II provides comprehensive administrative, technical and operational support to the Deputy Commissioner and Directors within the Office of Design and Construction (ODC) by coordinating meetings, managing schedules, maintaining records, and performing general administrative and technical support functions. Serves as a liaison with Finance, Human Resources, and other departments while supporting personnel recruitment activities, including interview coordination, and onboarding processes. Conducts research, prepares reports and correspondence, and assists with special projects and other assignments as directed by the Deputy Commissioner.

Responsibilities

• Schedule appropriate ODC personnel and reserve conference rooms as needed for recurring and individual meetings and appointments for the Deputy Commissioner and Directors.
• Ensure timely setup of any required Information Technology and/or Audiovisual Systems necessary to support Hybrid meetings occurring via Microsoft Teams or Zoom.
• Administrative functions, including filing, faxing, scanning, photocopying, and research/retrieval of documents in support of Public Records Requests.
• Maintain proper inventory, re‑ordering and distributing as needed, of construction safety Personal Protective Equipment (PPE): Hard Hats, Vests, Eye/Ear Protection.
• Manage routing and issuance of DCAMM Trench Permits, including Dept. of Public Safety notification.
• Perform special projects involving considerable research and the preparation and/or coordination of activities and written correspondence or reports related to those projects.
• Maintain Organizational Chart for ODC and in coordination with HR.
• Assist in the hiring processes of new personnel in ODC. Work with the interview committees to schedule interviews, obtain conference room space if needed, and assemble interview packages for each committee member.
• Serve as ODC’s main POC for Mass DoT’s Truck Safety Device Program, ensuring contractor submissions are routed to the appropriate personnel for timely review.
• Assist Project Management Teams within ODC as needed with generation and distribution of correspondence.
• Assist front reception area of DCAMM in case of unplanned absences.

Mandatory Notice

First 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.

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.

Equal Opportunity

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.

Mandatory Contact for Diversity, Disability or Accommodation Issues

If you have Diversity, affirmative‑action or equal‑employment‑opportunity questions or need a reasonable accommodation, please contact Diversity Officer / ADA Coordinator: Nancy Daiute – 617‑680‑3880.

Job Details

• Job: Administrative Services
• Agency: Division of Capital Asset Management
• Schedule: Full‑time
• Shift: Day
• Number of Openings: 1
• Salary: 72,172.36 - 104,315.38 yearly
• Confidential: No
• Potentially Eligible for a Hybrid Work Schedule: Yes
• Bargaining Unit: 06‑NAGE – Professional Admin.