Title: Program Coordinator II
Organization: Massachusetts Department of Public Health
Brief Summary of Position:
The Program Coordinator II provides overall program assistance for the Prevention and Wellness Trust Fund (PWTF), including assisting in the coordination of all aspects of the program. The Program Coordinator II is responsible for monitoring administrative components of contracts and for coordinating all meetings with partnerships and boards.
- Assist with coordination of all aspects of the Prevention and Wellness Trust Fund (PWTF) including grantee collaborative meetings, Prevention and Wellness Advisory Board meetings and internal staff meetings:
- Coordinate meeting planning including: developing timeline and ensures that all tasks and are completed prior, during and following meetings; coordinating the application and processing of continuing education credits; coordinating meeting dates, place, either directly or with meeting vendor within budget; assigning duties to contractor and other Division support staff.
- Assist with developing agendas and taking minutes.
- Enter minutes and updates as needed into the shared drive.
- Monitor administrative components of PWTF contracts:
- Work collaboratively with PWTF team to ensure timely and appropriate completion of contracts.
- Responsible for contract renewals, amendments, re-applications, and payment vouchers.
- Oversee and assists with RFR process, consultants, and contracting with vendors.
- Assist with monitoring fiscal activity of contracts and processing invoices for payment.
- Responsible for all Human Resources activities for PWTF:
- Assist in all aspects of the hiring process (posting positions, scheduling the interviews, contacting references, completing hiring documents, and sending rejection letters).
- Participate in the interview process.
- Provide support to Director PWTF for completion of hiring documentation.
- Provide staff orientation and support to new staff
- Assist program directors as requested by:
- Facilitating forms of communication between PWTF and other Division and Bureau programs.
- Assisting in developing reports, contracts; maintaining files; and ordering materials and products.
- Providing general administrative support as requested including completion of mailings; processing contract spending plans; encumbering funds.
- Attending staff meetings, teleconference calls, trainings and workshops as requested.
- Maintaining collegial and respectful communications with both internal and external staff at all times.
- 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 including technical and statistical material.
- 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, to draw conclusions and make appropriate recommendations.
- Ability to gather information by examining records and documents and 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 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.
- Ability to manage complex projects.
- Ability to organize and prioritize numerous ongoing projects.
- Bachelor’s degree required ‐ graduate degree in health, public health or related field preferred.
- Knowledge or experience with older adult falls is preferred.
- Understanding of community partnerships is preferred.
To apply: For more information and to apply, click here.