Job Description

　　The Massachusetts Department of Public Health (DPH) is seeking a dynamic Administrative Coordinator to provide comprehensive support to the Bureau Director, Bureau Deputy Directors, and the BFHN Leadership Team. In this role, will provide administrative support including scheduling, coordination, and follow-up to all high-profile meetings including, but not limited to Bureau leadership meetings, cross-bureau, and cross-agency meetings, and BFHN all staff meetings. You will provide crucial support by coordinating meeting, ensuring all meeting materials are drafted and finalized well in advance of meetings including agendas, supporting documents, presentations, memos, and ensuring all follow-up items including meeting notes and action steps are carried out as discussed.

　　If you are motivated, organized and looking to make a difference, we welcome you to apply today!

　　Duties and Responsibilities (these duties are a general summary and not all inclusive):

　　Take the lead in preparing for and scheduling bureau wide meetings, including BFHN All Staff meeting and monthly Grand Rounds. Assist division directors/senior leadership with meeting planning and identification of topics.Prepare for All Staff meeting by coordinating with division directors around topics of interest to report out on, meeting preparation which includes agenda creation and distribution, presenter coordination, BFHN calendar invites updates, Zoom meeting set up prep if remote and identifying and reserving space if in person, and other technological supports as identified/needed, such as Jam Board.Prepare reports as needed, included Monthly Report and Week Ahead reports for BFHN/DPH leadership by sending out reminders to staff regarding content and deadlines.Send bureau wide reminders to staff regarding administrative activities and deadlines. Research opportunities for enhancing/improving division level or bureau level processes by leveraging technology, reporting findings to BFHN senior administrative/operational staff.Working with various managers, maintain and update as needed bureau wide communications resources such as bureau wide calendar, distribution lists, staff roster.

　　Required Qualifications

　　Knowledge of the methods used in the preparation of reports, charts, graphs and tables.Ability to prepare comprehensive reports, charts, graphs, and tables, and use them to present information to diverse audiences.Capacity to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.Ability to understand, explain and apply the laws, rules, regulations, policies, and procedures, etc. governing assigned unit activities.Excellent communication and presentation skills.Sound judgment and discretion in handling confidential information.

　　Preferred Qualifications

　　Ability to communicate effectively, respond to time sensitive requests, and coordinating highly confidential information across multiple divisions within the bureau to meet deadlines.Strong communication skills are required to respond to internal and external stakeholders professionally and reliably such as DPH Commissioner's Office and Bureaus, EOHHS, and other state agencies, service provider organizations, advocacy groups, and other strategic partners. Proficient with Microsoft Office apps including Microsoft Word, Excel, and PowerPoint.Familiarity with emerging technology in the field of office management.

　　About the Department of Public Health:

　　The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high-quality public health and healthcare services, and to promote wellness and health equity for all people in the Commonwealth.

　　We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious diseases, substance abuse, violence, preventable hospitalizations, and health disparities.

　　DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages, and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

　　More information can be found at: MA Department of Public Health

　　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 http://www.mass.gov/hhs/cori

　　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.

　　If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the ADA Reasonable Accommodation Request Form.

　　For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4.

　　Qualifications

　　First consideration will be given to those applicants that apply within the first 14 days.

　　MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two 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 or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

　　II. 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.

　　Comprehensive 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.

　　Want the specifics? Explore our Employee Benefits and Rewards!

　　COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.

　　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.