Massachusetts Jobs

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, 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 who are 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) * *IT Operations Coordinator This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work-from-home days as needed. The primary work location is in Everett; however, the incumbent might occasionally be required at the Boston office to assist with specific meetings/events/projects. The successful candidate will be responsible for providing high-level professional administrative support to the Secretariat Chief Information Officer for the Executive Office of Education (SCIO), using supportive technology to assist with managing the day-to-day operational duties of the SCIO, serving as the primary point of contact for all visitors/guests, and ensuring successful communication and support for the SCIO and his staff. This work will include managing schedules, coordinating meetings and events, liaising with internal and external individuals in the SCIO’s Office, and representing the SCIO professionally, courteously, helpful, and timely. Introduce technology to help organize and reduce manual tasks creating an efficient and well organized environment.  To excel in this role, the preferred candidate should be able to work well under pressure, manage multiple tasks simultaneously, have worked with Microsoft products or similar applications, and thrive in a fast-paced 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, attention to detail, and confidentiality is critical in maintaining a secure environment. 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 vital mission. Responsibilities and duties include, but are not limited to: * * Professional Administrative Support · Helps to identify and measure operational metrics, employee engagement, and customer satisfaction. · Provides overall administrative support to the office. Actively performs administrative tasks as directed and recommends opportunities for improvement. · Develop systems and processes for successfully managing and completing the office management work and document those processes · Understand the mission of the Executive Office to identify and develop automated low code/no code applications/workflows to increase efficiencies and reduce manual tasks using M365, Google Apps, Adobe, etc. · Facilitates meetings to complete office assignments and document processing. · Manages calendars/schedules and assists with scheduling for Secretariat Chief Information Officer; · Arrange and coordinate all meetings/events for the Secretariat Chief Information Officer with internal and external parties, including all standing and re-occurring meetings; constant calendar monitoring to detect conflicts and provide resolution. · Responsible for hybrid meeting preparation, including virtual meeting set-up and coordination, room scheduling and set up, clean up, and follow-up work as needed · 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, insert 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 · Process travel reimbursements as needed for the Secretariat Chief Information Officer · Develop systems and processes for successfully managing and completing the administrative work and document those processes · Performs additional duties as assigned Office Management * · Manages the day-to-day operational duties of the Secretariat Chief Information Officers Office · Ensures positive working relationships with internal and external parties when responding to inquiries; apprises the Secretariat Chief Information Officer frequently on matters requiring attention, i.e., inquiries, telephone calls, changes in schedule · Receives, welcomes, and acclimates all visitors/guests to the Secretariat Chief Information Officer Office · Represents EOE as the building liaison to the Everett Office · Coordinates with Everett Building and Operations Management on all visitors/guests · Submits requests for temporary courtesy parking for visitors to the McCormack Building · Submits requests for vendor access to One Beacon Building Management and the McCormack Building Dock · Receives, opens, sorts, distributes, scans, saves, and emails daily mail · Utilizes the Commonwealth’s procurement system to place and monitor orders for equipment and supplies required by the Secretary’s Office · Manages and maintains the audio-visual and printing needs of the office · Coordinates with agencies /colleagues on any space- or facility-related issues · Develop systems and processes for successfully managing and completing the office management work and document those processes · Performs additional duties as assigned *Onboarding/Offboarding EOE-IT Staff · Provides new employee onboarding assistance for IT Staff as needed by coordinating with EOE HR and providing assistance to new staff as needed · 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 security badges for EOE-IT staff by preparing and submitting required applications and headshot photos · Pre-activates security badges for new staff by coordinating with building management at One Beacon · Ensures successful completion of staff and staff aug resources (EOE currently has 74 staff augs contracted with a significant level of turnover) onboarding and offboarding by coordinating with EOE HR · Develop systems and processes for successfully managing and completing the onboarding and offboarding work and document those processes · Performs additional duties as assigned * * * Please direct questions regarding this job to tonya.williams3@mass.gov * * * * * * * * *Qualifications * *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 high-paced and sometimes stressful environment · Proficient in Microsoft Word, Excel, PowerPoint, Teams, and SharePoint · Ability to work with poise in a fast-paced, highly professional environment · Comfortable working with high-level officials/C-level · Curious to learn new topics and ability to learn new topics quickly · Ability to work autonomously once a process is learned · Critical thinker and problem solver · Experience in handling confidential 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 facility-management activities · Highly motivated, eager to learn, and quick on your feet · You have an agile mindset · You are actively forward-looking and pre-emptive of questions · You can take directions quickly and get things done · You are flexible, driven, creative, and an achiever · You can facilitate when asked; you can follow when asked · You are customer-focused · You quickly roll up your sleeves and pivot at a moment’s notice · You can quickly change and adapt to changing priorities. 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. Job: Administrative Services* *Organization: Exec Office of Education *Title: *IT Operations Coordinator * Location: *Massachusetts-Everett- 135 Santilli Highway Requisition ID: 240007RM