The Division of Apprentice Standards (DAS) is responsible for promoting, developing, and servicing registered apprenticeship programs in the Commonwealth of Massachusetts. The Program Coordinator will serve as an administrative support person to the Senior Operations Coordinator (SOC), overseeing the Office Operations Unit in concert with the SOC for program support, office administration and operational support. This individual will assist with on-going system enhancements, technical duties, and data reporting for Senior Management. Duties and Responsibilities: Ensures coordination and compliance with established DAS standards, regulations, policies, and operating protocols. Monitors new apprentice agreements, sponsor verifications, all apprentice data and documentation, as requested, to ensure effective operations and compliance with federal and state regulations, and to ensure and support smooth timely workflow within the Division. Exhibits knowledge of and experience with the ePlace portal system and Accela proprietary database to provide technical assistance. Provides technical assistance and advice to persons both inside and outside the Agency on issues related to apprenticeship and regulatory requirements; refers questions involving specialized issues or information to the appropriate individuals, licensing boards and agencies. Assists with presentation of Sponsor Training sessions and scheduling one-on-one trainings with sponsors. Creates, updates, and enhances training and Office Operations materials. Develops OSS Operations Manual in conjunction with SOC and Program Director. Works with DAS departments, state, and federal organizations/agencies to collect data and disseminate information as requested: generating system reports, investigating inquiries, responding to Public Records Requests (with SOC). Attends meetings, taking meeting minutes and reporting back to the SOC/agency teams as necessary. Acquires a working knowledge of the responsibilities of each DAS Team and supports their processes as feasible. Develops knowledge and relationships with licensing entities and research associated regulations related to apprenticeable occupations and DAS sponsor programs. Responds to sponsor/constituent telephone and email inquiries with exceptional customer service skills. Participates in special projects and working groups to accomplish agency objectives and goals. Ensures invoices for apprentice & sponsor renewals are sent and responded to in a timely manner. Processes Division applications, agreements, forms, customer requests, and other documents (e.g., ID cards and completion certificates) as instructed. Performs data entry and database reporting functions. Develops and maintains records and files relating to apprenticeship. Garners data on grantee apprenticeship programs and assists with federal reporting requirements in coordination with Grants Management Team. Visits sponsor sites with DAS staff to enhance quality assurance efforts and review sponsor procedures. Conducts outreach to existing sponsors on updating program information, and populating system reports. Types reports, letters, memoranda, and related forms, and assists the work of the Department as assigned. Sends data and other correspondence to partner agencies, both federal and state, as assigned. Assists in the compilation of monthly performance measures reports for the agency. Assists with records retention schedule as necessary. Supports implementation and administration of EOLWD Apprenticeship maintenance and expansion projects. Actively participates in trainings, meetings, conferences, and other professional development opportunities. Utilizes various technologies, including remote applications, to effectively administer work. Administratively supports Apprenticeship Council meetings and Compliance activities, including scheduling. Preferred Qualifications: Intermediate computer skills including use of Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook. Ability to navigate proprietary database systems with ease. Knowledge/familiarity with and usage of SharePoint, Microsoft Teams, and remote communication platforms: WebEx, Zoom, Go-To Meetings. Demonstrated expertise in database management, spreadsheet creation, word processing, and presentation software with accuracy and attention to detail. Initiates and recommends streamlining of processes and procedures through document creation, editing, storage and dissemination, working independently and as part of a Team. Knowledge of the methods of general report writing and organization. Strong organizational, interpersonal, verbal and written communication skills. Ability to write concisely to express thoughts clearly, and to develop ideas in logical sequence. Ability to follow written and oral instructions and understand, explain, and apply general laws, rules, regulations, policies, procedures, governing agency activities. Ability to assemble information/documents in accordance with established procedures, in proper format. Ability to establish and maintain harmonious, professional working relationships and engage tactfully with others. Ability to adjust to varying or changing situations to meet emergency or flexing program requirements. Ability to exercise discretion and accept direction in handling confidential information. Demonstrated skill in the creation and maintenance of complex record-keeping systems. Demonstrated ability to communicate effectively with internal and external parties. 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 BE UTILIZED FOR PLACEMENT WITHIN THE SALARY RANGE. First consideration will be given to those applicants that apply within the first 14 days. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two 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 or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. II. 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: Department of Workforce Development Title: Operations Coordinator Program Coordinator I Location: Massachusetts-Boston-100 Cambridge Street Requisition ID: 240002IZ
