Job description

Program Coordinator

Commonwealth of MA

Work schedule: Monday - Friday 8:45am - 5pm Hybrid

Report to 100 Cambridge St. Boston, MA 8th Floor on some days

Contract until: 08/31/2023, can extend

Rate: 30-34.25/hr + sick leave

The Program Coordinator coordinates and monitors the LSP Board’s program activities including but not limited to license applications; licensing examinations; license renewals; billing and collection of Application Fees, Exam Fees, Annual Fees, and Renew

Coordinates and Monitors Program Activities

License Applications:

• Prepares and mails license Application materials to requestors. Logs in received Applications and reviews for completeness. If incomplete, or incorrect contacts applicants and resolves. Prepares Application files. Notifies MassDEP of name of each applicant. Scans and forwards Application file to Board members for review. Prepares, mails, and files all Approval letters when applicants are approved by the Board.

Licensing Examinations:

• Maintains spreadsheet tracking list of applicants approved to take exam, and monitors each candidate’s two-year exam eligibility. Notifies candidates whose exam eligibility is about to expire. Schedules eligible applicants for available exam slots. Prepares and mails scheduling confirmation letters and Exam Fee invoices. Verifies receipt of exam fee before candidate is permitted to take exam. Coordinates exam administration by reserving room, scheduling proctors, conducts “check-in” of candidates, including identity check, and distributing and collecting exam materials. Serves as proctor as needed. Prepares wall certificates for those who pass the exam. Schedules Exam Review Sessions for candidates who fail as requested. Coordinates Review Sessions by reserving room, preparing materials. Prepares and mails letters to applicants whose eligibility has expired.

B. Serves as LSP Database Coordinator:

• Maintains the LSP Board’s website. Enters new applicant data. Enters address changes and corrections. Enters status changes and license renewals. Enters disciplinary information regarding suspensions and revocations of license. Conducts queries as needed by the Board, staff, MassDEP, the Revenue Unit, and others. Prepares list of licensees and their addresses and telephone numbers for distribution and posting on the Board’s website on a quarterly basis. Notifies MassDEP staff of all LSP status changes.

C. Serves as Office Manager:

• Organizes and coordinates mailing of “packets,” monthly Board meeting materials, to Board members. Collects and maintains all Board meeting minutes. Processes travel and expense reimbursements for LSP staff. Orders office supplies and equipment as needed. Monitors use of office supplies and maintains office supply cabinets. Prepares purchase orders and contracts for expert witnesses. Oversees and monitors office equipment and furniture, requesting repairs or ordering replacement as needed. Develops and updates Standard Operations Procedure manual for Program Coordinator functions.

D. Serves as Agency Budget Analyst:

• Prepares annual estimate of agency budget needs for coming fiscal year. Monitors expenditures and balances and prepares reports for Executive Director, staff, and Board as needed.

E. Serves as Agency Records Manager:

• Oversees filing, storage, and retrieval of program files.

F. Serves as Agency Receptionist:

• Answers phone and directs callers to appropriate staff person. Answers callers’ inquiries and forwards program information when requested.

G. Serves as Agency Administrative Assistant:

• Provides administrative assistance to Executive Director and staff. Assists with copying, filing, scanning, collating, and mailing. Distributes mail. Reserves meeting rooms for use by Board and/or staff.

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)

• Excellent organizational skills

• Demonstrated ability to multi-task

• Ability to express ideas clearly both orally and in writing

• Ability to understand, the laws, regulations, and procedures governing the program activities

• Knowledge of bookkeeping, billing procedures, and financial record-keeping methods

• Experience in dealing with the public, public officials, and technical professionals

• Ability to exercise sound judgment and exercise discretion in handling confidential information

• Skilled at use of Microsoft Word, Excel, Access, and PowerPoint

Skill

Required / Desired

Amount

of Experience

• Skilled at use of Microsoft Word, Excel, Access, and PowerPoint

Required

Excellent organizational skills

Required

Demonstrated abaility to multi -task

Required

Ability to express ideas clearly

Required

Ability to understand, the laws, regulations, and procedures governing the program activities

Required

Knowledge of bookkeeping, billing procedures, and financial record-keeping methods

Required

Experience in dealing with the publc, public officials, and technical professionals

Required

Ability to exercise sound judgement and exercise discretion in handling confidential information

Required

Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business

Required

Job Types: Full-time, Contract

Salary: $30.00 - $34.00 per hour

Benefits:

• Paid time off

Experience level:

• 5 years

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Boston, MA 02114: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• 2nd Dose vaccination date -

Experience:

• equivalent part-time, professional, administrative: 5 years (Preferred)
• Or managerial experience in business: 5 years (Preferred)
• Microsoft Word, Excel, Access, and PowerPoint: 5 years (Preferred)

Work Location: One location

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