Project Coordinator - Facilities

Massachusetts Trial Court; Boston (MA); On-site; USD 73,000 - 107,000; Full time

Job summary

Massachusetts Trial Court in Boston is seeking a Project Coordinator - Facilities to support capital planning and daily facilities operations across state courthouses. The role provides specialized administrative assistance, manages calendars and travel, and coordinates documents and correspondence.

The position requires an Associate's Degree and about five years of related work experience. It is an in-person role within the Facilities Management and Capital Planning department, offering a

Qualifications

• Associate's degree from an accredited college or university.
• Five (5) years of related work experience.
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Responsibilities

• Supervises the work of assigned personnel, including assigning and reviewing work, and providing guidance on a variety of operational activities.
• Provides administrative support for court or department, including maintaining calendars and schedules, initiating correspondence, and preparing documents.
• Maintain files, statistics, and staffing charts. Works closely with Human Resource staff to obtain employee information.
• Supports programs, projects, and strategic planning initiatives.
• Represents the department during contact with other departments and governmental agencies.
• Collects key program data and produces evaluative reports tracking trends and patterns of operation.
• Participates in and assists with a variety of meetings.
• Identifies problems within organization and develops solutions. Recommends office procedures and routines.
• Drafts and prepares a variety of documents and coordinates the distribution of correspondence.
• Maintains department records and personnel and fiscal files as necessary.
• Performs other duties as required.

Skills

Customer service

Multi-tasking

Organization and time management

Leadership

Education

Associate's Degree

Job description

Official Title: Project Coordinator - Facilities

Pay Grade: Grade 17S

Salary Range: 17S Entry Level Pay $72,867.86/yr to Pay Range Maximum $107,395.34

Starting Pay:$72,867.86/yr

Salary Notes: This position is a confidential, non-union position

Departmental Mission Statement:

The Facilities Management and Capital Planning department manages and maintains 57 state-owned courthouses. Our Capital Planning division supports capital updates to both state-owned and leased facilities throughout the Commonwealth. The Department is committed to effective property management, facility operations, facility capital improvements, and delivering quality customer service in support of the administration of justice throughout the Commonwealth.

Organizational Profile:

https://www.mass.gov/info-details/trial-court-facilities-management

Notes:

• In this position you are expected tobe fully in person.

Position Summary:Provides specialized administrative support to a court office or administrative department. Supports projects and strategic planning. Prepares and checks a variety of specialized department documents and maintains files. Tracks and orders office supplies and assists in request for proposal development and evaluation. Receives and routes incoming calls, mail, and visitors to appropriate personnel. Maintains calendars and schedules travel as needed. May provide guidance and/or supervision to more junior roles.

Supervision Received:Works under the direction of a Department Head.

Essential Functions and Responsibilities:

• Supervises the work of assigned personnel, including assigning and reviewing work, and providing guidance on a variety of operational activities.
• Provides administrative support for court or department, including maintaining calendars and schedules, initiating correspondence, and preparing documents.
• Maintain files, statistics, and staffing charts. Works closely with Human Resource staff to obtain employee information.
• Supports programs, projects, and strategic planning initiatives.
• Represents the department during contact with other departments and governmental agencies.
• Collects key program data and produces evaluative reports tracking trends and patterns of operation.
• Participates in and assists with a variety of meetings.
• Identifies problems within organization and develops solutions. Recommends office procedures and routines.
• Drafts and prepares a variety of documents and coordinates the distribution of correspondence.
• Maintains department records and personnel and fiscal files as necessary.
• Performs other duties as required.

Job Competencies:

Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.
Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording those opportunities to those they supervise as scheduling permits.
Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Applied Knowledge: Demonstrates project support skills and the ability to innovate and drive enhancements and efficiencies in organizational initiatives.
Problem Solving: Accurately assesses common operational problems and recommends and facilitates appropriate solutions.
Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements:

Education and Experience

• Associate's Degree from an accredited college or university
• Five (5) years of related work experience
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities:

Knowledge of:

• Principles and practices of employee supervision
• Policies, programs, and procedures
• Modern office equipment and technology including computers, video conferencing, and applicable office software
• Departmental and court policies and procedures
• Data management and reporting tools
• Current office and clerical practices and procedures

Skill in:

• Customer service
• Multi-tasking
• Organization and time management
• Leadership

Ability to:

• Establish effective working relationships with others
• Order office supplies
• Create and update calendars
• Perform basic mathematical tasks
• Prepare clear and accurate reports
• Maintain appropriate records
• Communicate effectively, both orally and in writing
• Work independently and follow oral and written instructions
• Identify problems and develop feasible solutions
• Maintain confidentiality of information

Supervisory Responsibility:This position serves as a lead worker to others.

Working Conditions:Work is frequently performed in office or similar indoor environments.

Physical Demands:This position requires sedentary work:
Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.