The Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce. We encourage an authentic workplace where colleagues show up as their full selves, where collaboration, innovation, and connections are key to realizing our mission that all children, youth, and families thrive socially, academically, and economically. We seek teammates who are committed to promoting a diverse and inclusive work environment, where everyone is valued and engaged. We encourage you to apply and identify your strengths in these areas.

Please note that pursuant to Massachusetts general law, contracted employees are not paid for the eleven scheduled holidays, do not receive any paid, vacation, personal leave benefits, or contribute to the state retirement system or social security. As a state contracted employee, you must participate in direct deposit and contribute towards the Commonwealth of Massachusetts state alternate retirement plan, ("OBRA Plan").

This is a federally funded, one-year part-time position that will run from November 3, 2024 – November 30, 2025.

The Program Coordinator will support up to 10 community-based, human service organizations through readiness assessments and training in order to deliver group-based evidence-based programs. The Program Coordinator will manage documents and correspondence related to their outlined relationship and contract scope, including funding disbursements, amendments, etc. They will collaborate with department leaders to determine budget, timelines and criteria; meet with the community-based, human service organizations to develop a professional relationship, understand partner needs/expectations, negotiate the terms; and monitor the project throughout its one-year life span. The Program Coordinator 's role is to provide a consistent point of contact for both internal employees and external parties to plan, update and execute legal agreements and project activities. The Program Coordinator will also provide a forum for all vendors to collaborate, leverage resources, expertise and learnings. The Program Coordinator will help facilitate the coordination across partners when necessary to plan and execute trainings for multiple partners including aligning calendars and booking trainers, accommodations and/or venue space.

Key Responsibilities:

Project Management:

Work closely with the department units and contract partners to provide management of assigned activities;

Manage and support the contract requirements, deadlines and implementation for the funding organization optimizing the program administration process;

Problem solve any challenges and/or barriers that may arise;

Enforce standards and compliance of contractual responsibilities, including but not limited to federal requirements;

Monitor implementation trends for the project across all vendors;

Contract Management:

Maintain contractual documents and monitor records for correspondence, documentation, payments and receivables;

Generate/create/prepare monthly records and reports for all funding related activities;

Monitor contracts and all contract activities;

Fiscal Monitoring:

Manage all business costs by monitoring expenditures and invoices;

Ensure fund administration complies with ISA, internal fiscal procedures and state policies;

Conduct invoicing, accounting, reporting, and other administrative functions to ensure successful execution of funding process;

Prepare financial payments to vendors in accordance with the RFR specifications;

Examine budget and make recommendations for cost controls

Relationship Management & Communication:

Maintain and build positive business relationships with key partners and serve as the singular point of contact for matters concerning this project and it’s contract;

Schedule, plan, and/or present at virtual and in-person meetings and events, including hosting a pre-application information meeting for prospective applicants, site visits, outreach, and vendor communications;

Communicate and present information to update stakeholders about all contract-related matters: process and progress (deadlines, deliverables, etc.) with detailed written reports;

Inform/acquaint any new staff/stakeholders to contract/project;

Facilitate the coordination across partners when necessary to plan and execute trainings for multiple partners including aligning calendars and booking trainers, accommodations and or venue space;

Successfully coordinate with training agencies to facilitate completion of contract goals in order to leverage funding and create efficiencies in delivery;

Other duties as assigned.

Preferred Qualifications:

Strong oral and written communication skills (preferably in English and Spanish);

Ability to communicate ideas effectively to diverse stakeholders;

Negotiation and problem solving skills;

Experience managing state and/or federal contracts;

Excellent project management skills with experience in managing and supervising administrative projects Posses excellent organizational skills;

Excellent interpersonal and presentation skills;

Good understanding of the organization's overall business and its objectives;

Ability to work independently;

Experience with basic financial management skills and strategy including developing and monitoring budgets and financial reporting;

Experience with invoices, payments, and basic budgeting;

Experience with data collection and analysis including quantitative data and qualitative data;

Ability to prioritize work, meet deadlines and produce quality results on time with attention to detail;

Ability to handle multiple tasks and work under pressure;

Proficient in using computers with related knowledge of Microsoft 365 Suite and Internet;

Ability to read, understand and translate legal and financial terminology is a plus;

Travel may be required for this position.

Questions regarding this position, or the application process should be directed to Dawn.E.DeRoche@mass.gov.