Program Coordinator II

Job Description

Program Coordinator II| Department of Family & Medical Leave

The Program Coordinator provides and coordinates program and administrative activities for the Department of Family and Medical Leave. The incumbent establishes priorities, sets schedules, and organizes the Director's activities to ensure effective operations. The incumbent provides information and assistance to various stakeholders, government officials, Executive Office staff, and others concerning the PFML program to exchange information and ensure compliance with established policies.

Who we are:

DFML's mission is to implement and run the Commonwealth's Paid Family & Medical Leave program that provides income support to Massachusetts workers and their families during significant life events while serving as a partner to employers to deliver program integrity.

What you'd do:

The Program Coordinator II, who reports to the Director of DFML is based in Boston, MA, and is responsible for the following:

• Coordinates activities of DFML staff and stakeholders engaged in the implementation and administration of program objectives.
• Supports and coordinates presentations on the PFML program for various constituents across the Commonwealth.
• Responsible for managing the hiring, onboarding, and offboarding of internal staff, and acts as agency liaison to the EOLWD Human Resources Office.
• Maintains staff access and permissions to DFML software such as FINEOS and Service Now.
• Maintains and manages job postings within MassCareers.
• Prepares and updates job descriptions as necessary.
• Responsible for ordering cell phones for appropriate staff.
• Responsible for requesting and facilitating EMT access for appropriate staff.
• Facilitates the background verification process for staff and vendors.
• Responsible for offboarding contractors and vendors and disabling permissions.
• Maintains the agency's SharePoint page.
• Liaison with facilities/DCAMM for staff concerns and requests.
• Facilitates resolution of IT issues/requests for staff and vendors.
• Trains and supports staff as appropriate.
• Composes, reviews, and prepares correspondence and reports.
• Schedules meetings and maintains the Director's calendar and associated travel.
• Prepares expense reports for leadership.
• Provides support for the office including processing mail, scanning, copying, filing, assisting with public records requests, responding to phone and email inquiries, and assisting visitors.
• Orders office supplies and maintains inventory.
• Receives and screens visitors and telephone calls; answers and/or refers inquiries to appropriate parties for action.
• Provides forms, publications, and written materials upon request.
• Responds to telephone and written inquiries and facilitates responses promptly.
• Provides technical assistance and support to Executive Office staff, and others concerning agency programs to exchange information and to ensure compliance with established policies.
• Initiates action items and correspondence requiring staff review and coordinates appropriate draft responses for the Director's review/signature.
• May float to different teams when additional help is needed (Exemptions, Ombuds and Ops). This need is based on prior training and experience within the department.
• Assists Director with special projects as needed.
• Miscellaneous duties as assigned.

Why should you join DFML?

• The idea of working for a "government startup" excites you.
• You want to work for a place that values your contributions and ideas, moves quickly in implementing solutions, and at the same time, allows you the flexibility to have a good balance between your personal and professional life.
• You will work with a dedicated team who are fueled by our mission of helping the people of the Commonwealth smoothly navigate our program during the big moments in their lives, and will value you as both a coworker and as a person.

Who you are

We're seeking candidates who have:

• Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc.
• Knowledge of work simplification methods.
• Knowledge of the methods used in the preparation of charts, graphs, and tables.
• Knowledge of the methods of general report writing.
• Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
• Ability to analyze and determine the applicability of data, draw conclusions, and make appropriate recommendations.
• Ability to gather information by examining records and documents by questioning individuals.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to maintain accurate records.
• Ability to prepare and use charts, graphs, and tables.
• Ability to prepare general reports.
• Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
• Ability to follow written and oral instructions.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to communicate effectively in oral expression.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates, and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
• Ability to establish rapport with others.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to deal tactfully with others.
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.

Preferred Qualifications:

• Experience performing administrative services in the health care, human resources or insurance industries is strongly preferred.
• Proficient in Microsoft Office Suite - Word, Excel, PowerPoint and the ability to compose and format reports in these formats.
• Strong organizational skills and the ability to effectively manage multiple assignments, prioritize tasks, and follow through to completion.
• Experience composing letters, documents and schedules.
• Effective listening and oral and written communication skills.

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) three 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 degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.

III. 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): Boston, MA

Job ID: Commonwealth_of_Massachusetts-25000670

Employment Type: FULL_TIME

Posted: 2025-08-27T18:36:25