EOE Operations Coordinator
EOE Operations Coordinator
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Job Description
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time or equivalent parttime 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 Bachelors degree with a major in business administration business management or public administration may be substituted for a maximum of two years of therequired 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 Bachelors 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.
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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 selfselect out of opportunities if they dont meet 100 of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
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System Requirements
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 and 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 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.
Executive Office of Education (EOE)
Operations Coordinator
This position would be expected to follow a hybrid model of reporting to work that combines inoffice workdays and telework days as needed. The primary work location is downtown Boston; however the incumbent might be needed at the Everett office on occasion to assist with specific meetings/events.
The successful candidate will be responsible for providing highlevel professional administrative support to the Secretarys Office managing the daytoday operational duties of the Secretarys Office serving as the primary point of contact for all visitors/guests and ensuring successful onboarding and offboarding of staff. This work will include managing schedules coordinating meetings and events liaising with individuals both internal and external to the Secretarys Office and representing the Secretarys Office in a professional courteous helpful and timely manner.
To excel in this role the preferred candidate should be able to work well under pressure manage multiple tasks simultaneously and thrive in a fastpaced environment. They should have excellent communication and interpersonal skills and be able to collaborate effectively with colleagues both within and outside of the agency. The ability to meet strict deadlines and maintain a high degree of accuracy and attention to detail as well as confidentiality is critical.
This is an exciting opportunity for a highly motivated and organized individual to join a dedicated team committed to improving the lives of students in Massachusetts. The Executive Office of Education (EOE) is looking for someone who shares their passion for making a difference and is ready to contribute their skills and expertise to this important mission.
Responsibilities and duties include but are not limited to:
Professional Administrative Support
Provides overall administrative support to the office. Actively performs administrative tasksas directed and recommends opportunities for improvement
Manages calendars/schedules and assists with scheduling for Undersecretary & Chief Operating Officer (COO)
Creates and maintains virtual master office calendar
Arranges and ensures coordination of all meetings/events for the Undersecretary & Chief Operating Officer with internal and external parties including all standing and reoccurring meetings; regularly monitors his/her calendar to detect any conflicts and implement resolution(s)
Responsible for hybrid meeting preparation including virtual meeting setup and coordination room scheduling and set up clean up and followup work asneeded
Using the MassVoice Platform provides daily office phone coverage and responds to inquiries in a courteous manner triaging and directing incoming calls to appropriate staff
Reviews and processes Travel Authorization and Disclosure Forms before forwarding for approval. Inserts electronic signature saves and routes approved forms to traveler with a cc to agency TAF contact and bcc to ANF who then forwards to Comptroller
Processes travel reimbursements monthly for the Undersecretary & Chief Operating Officer (COO)
Develops systems and processes for successfully managing and completing the administrative work and documents those processes
Performs additional duties as assigned
Office Management
Manages the daytoday operational duties of the Secretarys Office
Ensures positive working relationships with internal and external parties when responding to inquiries
Apprises the Undersecretary & Chief Operating Officer (COO) frequently during the day on matters requiring attention i.e. inquiries telephone calls changes in schedule etc.
Receives welcomes and acclimates all visitors/guests to the Secretarys Office
Represents EOE as the building liaison for the McCormack building
Submits requests for temporary courtesy parking for visitors to the McCormack Building
Submits requests for vendor access to the McCormack Building Loading Dock
Receives opens sorts distributes scans saves and emails daily mail
Utilizes the Commonwealths procurement system to place and monitor orders for equipment and supplies required by the Secretarys Office. Coordinates with Fiscal to ensure there are sufficient funds for equipment and supplies
Provisions surplus property through OSDs State Surplus Property Office by coordinating with EOE Fiscal
Manages bid review approvals
Manages all office equipment e.g. printer
Manages relationship with vendor for printer contract(s) contracted with EOE
Manages and maintains the audiovisual and printing needs of the office
Maintains Secretariat noncash assigned parking list and updates list when appropriate. This includes parking for EOE and DHE plus procardpaid spots at100 Cambridge Street
Maintains organized and clean general office areas e.g. kitchen conference rooms printing and supply areas
Coordinates with DHE colleagues on any shared space or facilityrelated issues
Develop systems and processes for successfully managing and completing the office management work and documents those processes
Performs additional duties as assigned
Onboarding/Offboarding Boston EOE Staff
Provides new employee onboarding assistance as needed by coordinating with EOE HR
Assists in scheduling introductory meetings with SHRO & other EOE HR team members as needed to review HR systems and processes for new staff
Directs staff to resources for working in a hybrid environment (Workplace Reservation System (WRS); MassVoice; PrinterLogic AV etc. and provides training on resources as needed
Orders EOE business cards by preparing and submitting proofs
Obtains McCormack security badges for EOE DESE EEC and Childrens Trust staff by preparing and submitting required applications and headshot photos
Preactivates security badges for new staff by coordinating with building management at the McCormack Building
Ensures successful completion of staff offboarding by coordinating with EOE HR
Develops systems and processes for successfully managing and completing the onboarding and offboarding work and documents those processes
Performs additional duties as assigned
Occasional travel within Massachusetts may be required.
Preferred Qualifications
Strong oral and written communication skills
Excellent organizational and planning skills with attention to detail
Excellent time management skills with proven ability to manage multiple tasks simultaneously and meet tight deadlines
Ability to function in a highpaced and sometimes stressful environment
Proficient in Microsoft Word Excel PowerPoint Teams and SharePoint
Ability to work with poise in a fastpaced highly professional environment
Comfortable working with highlevel officials
Curious to learn new topics and ability to learn new topics quickly
High level of comfort using software and technology
Experience using the Commonwealths Procurement System (CommBuys) a plus
Ability to work autonomously once a process is learned
Critical thinker and problem solver
Experience in handling confidential information and ability to exercise discretion in handling such information
Ability to exercise sound judgment
Ability to establish rapport and maintain harmonious working relationships with others
Ability to interact effectively with diverse groups of people
Experience with office or facilitymanagement activities
Highly motivated eager to learn and quick to respond
Possesses and an agile mindset
Actively forwardlooking and preemptive of questions
Takes directions quickly and get things done
Flexible driven creative and an achiever
Facilitates when asked; follows when asked
Customerfocused
Quickly roll ups sleeves to pitch in and pivots at a moments notice
Quickly changes and adapts to changing priorities
Please include a cover letter and resume with your online application.
** Questions regarding this posting or the application process should be referred to Maureen OBrien @ .
Required Experience:
IC
Employment Type
Full-Time
