Program Coordinator I

The position requires exceptional organizational ability, strong technical proficiency, sound independent judgment, and consistent collaboration with internal staff and partner agencies.

KEY RESPONSIBILITIES:

Administrative Appeals & Case Processing

• Perform administrative and assistant-level duties within an Administrative Appeals office operating under court protocol.

• Greet visitors, vendors, and parties, check in litigants for hearings and conferences.

• Receive incoming calls and respond to routine inquiries, providing procedural guidance to attorneys, paralegals, pro se litigants, and agency representatives regarding filing appeals, motions, continuances, and related matters.

• Docket all incoming documents into Time Matters; open, sort, stamp, docket, and distribute pleadings received via mail, UPS, fax, hand delivery, and online filing.

• Enter and manage documents in the agency database and distribute them to appropriate magistrates.

• Monitor and manage online filings, respond to filing inquiries, review submissions, enter filings into the database, and record associated fee payments.

• Enter all new appeals into the database, including newly assigned case types such as DPPC, Department of Fishery and Wildlife, DPH Nursing Licensure, Marijuana cases, Retirement Plus (MTRS), and TARP (Boston Retirement System).

• Maintain accurate docketing as case volume increases, particularly in retirement-related appeals.

• File away closed cases.

Magistrate & Management Support

• Assist management with outreach to agencies and retirement boards to obtain required documents and responses.

• Support magistrates by contacting parties to obtain documentation or provide procedural instructions.

• Return non-compliant filings with standardized correspondence and filing instructions; when necessary, scan and distribute documents to all parties to ensure proper service.

• Provide clerical and procedural support to management and magistrates.

• Train temporary staff on database usage and DALA protocols.

Records, Equipment & Office Operations

• Utilize and maintain office equipment, including copy machines, printers, and postage meters; replace cartridges and replenish supplies as needed.

• Print, copy, mail, and file appeal documents in accordance with established procedures.

• Maintain accurate records and ensure proper distribution and service of decisions and filings.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of Administrative Law Appeals principles, statutes, regulations, and state-level policies.

• Experience communicating effectively with the public and public officials, including the Attorney General's Office.

• Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint).

• Ability to maintain accurate and detailed records in a high-volume adjudicatory environment.

• Strong written and verbal communication skills, with the ability to present information clearly and logically.

• Ability to develop and maintain strong collaborative relationships with internal staff and external partners.

• Ability to maintain accurate records.

• Ability to work independently.

• Ability to adapt to varying work situations.

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!

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.

Client-provided location(s): Medford, MA

Job ID: Commonwealth_of_Massachusetts-260001KU

Employment Type: FULL_TIME

Posted: 2026-02-24T18:36:42