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 in-office 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 high-level professional administrative support to the Secretary’s Office, managing the day-to-day operational duties of the Secretary’s 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 Secretary’s Office, and representing the Secretary’s 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 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 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 re-occurring meetings; regularly monitors his/her calendar to detect any conflicts and implement resolution(s)

· Responsible for hybrid meeting preparation including virtual meeting set-up and coordination, room scheduling and set up, clean up, and follow-up 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 day-to-day operational duties of the Secretary’s 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 Secretary’s 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 Commonwealth’s procurement system to place and monitor orders for equipment and supplies required by the Secretary’s Office. Coordinates with Fiscal to ensure there are sufficient funds for equipment and supplies

· Provisions surplus property through OSD's 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 audio-visual and printing needs of the office

· Maintains Secretariat non-cash, assigned parking list, and updates list when appropriate. This includes parking for EOE and DHE, plus pro-card-paid spots at 100 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 facility-related 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 Children’s Trust staff by preparing and submitting required applications and headshot photos

· Pre-activates 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 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

· Curious to learn new topics and ability to learn new topics quickly

· High level of comfort using software and technology

· Experience using the Commonwealth’s 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 facility-management activities

· Highly motivated, eager to learn, and quick to respond

· Possesses and an agile mindset

· Actively forward-looking and pre-emptive of questions

· Takes directions quickly and get things done

· Flexible, driven, creative, and an achiever

· Facilitates when asked; follows when asked

· Customer-focused

· Quickly roll ups sleeves to pitch in and pivots at a moment’s 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 O'Brien @ maureen.t.o'brien@mass.gov.

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 in-office 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 high-level professional administrative support to the Secretary’s Office, managing the day-to-day operational duties of the Secretary’s 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 Secretary’s Office, and representing the Secretary’s 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 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 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 re-occurring meetings; regularly monitors his/her calendar to detect any conflicts and implement resolution(s)

· Responsible for hybrid meeting preparation including virtual meeting set-up and coordination, room scheduling and set up, clean up, and follow-up 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 day-to-day operational duties of the Secretary’s 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 Secretary’s 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 Commonwealth’s procurement system to place and monitor orders for equipment and supplies required by the Secretary’s Office. Coordinates with Fiscal to ensure there are sufficient funds for equipment and supplies

· Provisions surplus property through OSD's 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 audio-visual and printing needs of the office

· Maintains Secretariat non-cash, assigned parking list, and updates list when appropriate. This includes parking for EOE and DHE, plus pro-card-paid spots at 100 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 facility-related 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 Children’s Trust staff by preparing and submitting required applications and headshot photos

· Pre-activates 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 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

· Curious to learn new topics and ability to learn new topics quickly

· High level of comfort using software and technology

· Experience using the Commonwealth’s 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 facility-management activities

· Highly motivated, eager to learn, and quick to respond

· Possesses and an agile mindset

· Actively forward-looking and pre-emptive of questions

· Takes directions quickly and get things done

· Flexible, driven, creative, and an achiever

· Facilitates when asked; follows when asked

· Customer-focused

· Quickly roll ups sleeves to pitch in and pivots at a moment’s 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 O'Brien @ maureen.t.o'brien@mass.gov.

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.

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.