Administrative Coordinator

Administrative Coordinator (260002ZM)

Mass Hire Department of Career Services (MDCS) oversees the Commonwealth's network of One-Stop Career Centers, which assist businesses in finding qualified workers and provide job seekers with career guidance, referrals to jobs and training. MDCS strengthens the Career Center system through continuous improvement processes and innovative practices that maximize resources, foster partnerships, and engage employers to ensure a skilled, motivated, and adaptable workforce capable of meeting the emerging labor market needs of the Commonwealth.

• Provides high‑level administrative support, assisting with organizing, implementing, and maintaining procedures and practices while keeping leadership informed of requirements necessary to execute executive administrative policies.
• Completes executive administrative functions in compliance with departmental standards, including maintaining files and records, managing personnel documentation, coordinating administrative services, and preparing letters, reports, and other official correspondence.
• Assists with scheduling logistics for meetings, trainings, and events, including reserving rooms, booking travel, preparing materials, and coordinating virtual platforms.
• Assists with formatting presentations, proofreading documents, and preparing meeting packets when requested.
• Serves as a liaison within and outside the Department, demonstrating strong communication skills while interacting with internal units, external partners, and the public; screens callers and provides comprehensive support.
• Provides multitasking support by researching inquiries, documenting and reconciling requests, and ensuring timely follow‑up on matters requiring executive attention.
• Drafts and conveys written and oral communications related to projects—including federally mandated reviews—and responds to public inquiries regarding workforce policies and departmental practices.
• Monitors assigned unit activities to ensure effective operations and compliance with MDCS, state, and Secretariat standards.
• Confers with staff across the Department to exchange information, coordinate efforts, and gather updates on programs, activities, and operational needs.
• Acts as a liaison with local, state, and federal agencies, vendors, and other partners to exchange information, resolve issues, and coordinate meetings, events, and administrative activities.
• Reviews and analyzes data related to executive support functions to improve work methods, assess progress, and recommend revisions to procedures or practices.
• Prepares reports and compiles data to support executive decision‑making, ensure accurate documentation, and maintain audit‑ready records of assigned activities.
• Coordinates and oversees the work of others, as assigned, when preparing and maintaining reports, records, and documents.
• Supports the operation of the Office of Workforce Innovation and Mass Hire Innovation Project as requested.
• Other duties as assigned.

First consideration will be given to those applicants that apply within the first 14 days.

Applicants must have at least two years of full‑time (or equivalent part‑time) professional, administrative or managerial experience in business administration, business management or public administration with major duties involving program management, administration, coordination, planning, or analysis.

Equivalents:

• A bachelor’s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
• A bachelor’s or higher degree with a major other than the above 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.

An Equal Opportunity / Affinity 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.