Official Title: Program Coordinator II
Functional Title: Capital Project Coordinator
Primary Location: United States-Massachusetts-Boston-100 Cambridge Street
Job: Administrative Services
Agency: Department of Housing & Community Development
Schedule: Full-time
Shift: Day
Job Posting: Dec 2, 2021, 12:26:19 PM
Number of Openings: 1
Salary: $61,047.22 - $87,395.10 Yearly
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No
Department of Housing and Community Development (DHCD) is within Housing and Economic Development Secretariat and its work touches the lives of all Massachusetts residents. DHCD's mission is to strengthen cities, towns and neighborhoods to enhance the quality of life of Massachusetts residents by providing leadership, professional assistance and financial resources to promote safe, decent affordable housing opportunities, economic vitality of communities and sound municipal management.
The Capital Project Coordinator assists with the administration and coordination of State-Aided Public Housing capital program-related activities at the Department of Housing and Community Development (DHCD). The Division funds and oversees about 45,000 units of public housing that is owned and operated by 234 Local Housing Authorities (LHAs). The Capital Project Coordinator provides program support to the Division of Public Housing’s senior management team, reporting directly to the Manager, Capital Data and Systems. While the incumbent reports to the Manager, Capital Data and Systems, they may also work on cross-Bureau projects involving the Public Housing Bureau of Housing Management as well. The Capital Project Coordinator also performs highly complex detail-oriented program administration duties under minimal supervision, assisting with competitive grant coordination, media and communications development, policy analysis, research, and development, reporting, data analysis, and special initiatives as needed.
DUTIES AND RESPONSIBILITIES (these duties are a general summary and not all inclusive):
1. IT system support: Serves as primary point of contact for support issues. Manages ticketing system for all DHCD-managed applications used by LHAs and escalates as needed for prompt resolution. Works internally to coordinate user credentials, verification and security access across all systems. Performs initial training, orientation and on-boarding for LHA new hires to ensure successful on-boarding to systems and applications. Coordinates and schedules quarterly training programs. Adopts best practices to improve overall customer experience.
2. IT Project Management: Provides project management, coordination and support for all DHCD managed applications used by LHAs. Support Applications initiatives in the development of project plans, estimates, and timelines. Analyzes user system needs / issues and identifies potential process improvements. Works closely with end users to compile user requirements, release notes, and survey results.
3. Special Capital Project Initiative Development, Coordination, and Administration: Assists with special initiatives and administrative duties to assist senior staff, as well as to assist in the administration of competitive award programs, as assigned. Effective management of special projects, including but not limited to, administration of Awards Letter process and assist with active grant rounds as needed. Effective management of Design Selection Committee, including but not limited to scheduling, applications, reporting and support materials.
4. Internal Performance Management and Analysis: Assists in updating, maintaining and tracking of various Bureau reports: management reports as needed, priority project progress tracking, various reports to assist project managers and architects/engineers in tracking their projects. Conducts report development as needed and quality assurance of data sets to identify and resolve data issues.
5. Written Communications, Media, and Outreach: Effectively manage and support written communications, media and outreach programs for internal and external partners. Primary contact for Customer Relationship Management (CRM) system and management of email distribution lists, including quality assurance of LHA contacts (on-going). Updates policies / procedures, user manuals and training materials. Explores ways to further expand outreach program to improve overall customer experience for LHAs, residents and the public, including but not limited to, online presence, tools and training/support.
6. Other administrative tasks as assigned.
PREFERRED QUALIFICATIONS:
- Knowledge of how government administers the public housing program or other equivalent public benefits program.
- At least one year in a program administrative role, particularly in an organization with annual operating budget above $10M.
- Experience in proactively improving processes, initiating projects, and implementing changes, as opportunities are identified.
- Ability to quickly “ramp up” on systems and applications as well as interest in developing and maintaining technical skills.
- Ability to effectively communicate and build consensus across various project stakeholders.
- Highly organized, with a creative problem-solving edge, time management, planning and organizational skills.
- Excellent written, verbal and analytical skills.
- Proficient with Microsoft Office with strong Word and Excel skills.
- Knowledge of project management principles.
- High level of professionalism and focus on quality.
- Ability to define, manage and exceed customer expectations.
- Ability to handle multiple priorities, manage to deadlines and exercise sound judgement.
- Attention to detail.
COMMENTS:
Please upload resume and cover letter.
This position is currently a telework position. The successful candidate will work remotely but must be flexible and able to perform duties in a shared office workspace as required.
Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.
Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.
QUALIFICATIONS:
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.
Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Marjie Lalli – 617-573-1254