Administrative Coordinator

Job Description

MassHire Department of Career Services (MDCS) oversees the Commonwealth's network of One-Stop Career Centers, that assist businesses in finding qualified workers and providing job seekers with career guidance, as well as referral to jobs and training. MDCS strengthens the Career Center system through continuous improvement processes, and innovative business practices that maximize resources, foster partnerships, and engage employers to ensure a skilled, motivated, and adaptable workforce capable of meeting the emerging labor market needs of the Commonwealth, now and in the future.

The Administrative Coordinator provides high-level executive administrative support to the Senior Leadership Team of the MassHire Department of Career Services (MDCS). This role delivers comprehensive, executive-level assistance to ensure the smooth functioning of daily operations, the coordination of special projects, and the execution of critical administrative functions essential to the agency's mission and related to oversight of the approximate $100 million MA workforce system. The Executive Assistant plans, organizes, and coordinates projects and ensures the execution of executive level activities in alignment with departmental regulations, policies, goals and operational standards.

Duties include but are not limited to:

• Provides high-level administrative support, assisting with organizing, implementing, and maintaining procedures and practices while keeping leadership informed of requirements necessary to execute executive administrative policies.

• Completes executive administrative functions in compliance with departmental standards, including maintaining files and records, managing personnel documentation, coordinating administrative services, and preparing letters, reports, and other official correspondence.

• Assists with scheduling logistics for meetings, trainings, and events, including reserving rooms, booking travel, preparing materials, and coordinating virtual platforms.

• Assists with formatting presentations, proofreading documents, and preparing meeting packets when requested.

• Serves as a liaison within and outside the Department, demonstrating strong communication skills while interacting with internal units, external partners, and the public; screens callers and provides comprehensive support.

• Provides multitasking support by researching inquiries, documenting and reconciling requests, and ensuring timely follow-up on matters requiring executive attention.

• Drafts and conveys written and oral communications related to projects-including federally mandated reviews-and responds to public inquiries regarding workforce policies and departmental practices.

• Monitors assigned unit activities to ensure effective operations and compliance with MDCS, state, and Secretariat standards.

• Confers with staff across the Department to exchange information, coordinate efforts, and gather updates on programs, activities, and operational needs.

• Acts as a liaison with local, state, and federal agencies, vendors, and other partners to exchange information, resolve issues, and coordinate meetings, events, and administrative activities.

• Reviews and analyzes data related to executive support functions to improve work methods, assess progress, and recommend revisions to procedures or practices.

• Prepares reports and compiles data to support executive decision-making, ensure accurate documentation, and maintain audit-ready records of assigned activities.

• Coordinates and oversees the work of others, as assigned, when preparing and maintaining reports, records, and documents.

• Support the operation of the Office of Workforce Innovation and MassHire Innovation Project as requested.

• Other duties as assigned.