Regional Program Coordinator I - Northern Region

The Department of Children and Families (DCF) is seeking a mission-driven, dedicated, experienced and highly organized individual to fill the role of Regional Program Coordinator I. The selected candidate will provide administrative support to the Northern MA Regional Office and act as the Administrative Assistant to the Region's Executive Team.

This individual will also be committed to upholding the Department’s fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment.
 

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Administrative Support to Regional Executive Team.

• Act as liaison for regionwide administrative processes requiring Regional Director approval and/or oversight.

• Responsible for managing the appointment calendar and coordinate meetings for the Regional Director, Regional Clinical Director, and Regional Administrative Manager and other regional staff as required.

• Assist Regional Management Team with Meeting/Event planning, including scheduling, coordination of space and resources as well as facilitation of discussions.

• Screen packages, mail, faxes, and telephone calls for the Regional Executive Team.

• Maintain Regional Director files and records such as correspondence, confidential records, etc.

• Research case information in DCF client database, I-Familynet for Regional Executive Team.

• Compose and/or prepare correspondence, reports, and/or memoranda as requested.

• Coordinate and monitor the day-to-day operations of the Regional Office.

• Coordinate records production for external requests including records production, redacting and printing.

• Act as receptionist for the Regional Office including receiving visitors as well as receiving and distributing packages, mail, phone calls, and faxes for all Regional Office Staff.  Answer and/or refer inquires to appropriate parties for action.

• Process outgoing mail for all Regional Office Staff.

• Manage meeting space in the regional office based on priorities established by the Regional Executive Team.

• Track and process all staff vacancies, postings and hiring packets for the regional office.

• Project Management/Coordination using common project models such as Agile/Scrum or DIRECT – includes monitoring dates and deadlines of deliverables for Regional Director using project management software.  Create Surveys relevant to project activities, collect survey data, and report as instructed.

• Provides technical assistance and advice to agency personnel and others concerning assigned programs to exchange information, resolve problems, and to ensure compliance with established policies, procedures and standards.

• Reviews and analyzes data concerning assigned agency programs to determine progress and effectiveness, to make recommendations for changes in procedures, guidelines, etc. and to devise methods of accomplishing program objectives Create Spreadsheet/Data collection tools for regional and/or area offices as needed.

• Maintain a relationship of communication between the Regional Office