Program Coordinator

Westborough, MA, United States

Job Description

The Massachusetts Department of Fish & Game works to preserve the state's natural resources and people's right to conservation of those resources, as protected by Article 97 of the Massachusetts Constitution. To carry out this mission, the Department exercises responsibility over the Commonwealth's marine and freshwater fisheries, wildlife species, plants, and natural communities, as well as the habitats that support them.

The Massachusetts Division of Fisheries and Wildlife (DFW) is responsible for the conservation - including restoration, protection, and management - of fish and wildlife resources for the benefit and enjoyment of the public.

The Department of Fish and Game's Division of Fisheries and Wildlife is accepting resumes and applications for the position of Program Coordinator (Program Coordinator II) assigned to the Field Headquarters in Westborough, MA.

A cover letter and resume must be submitted as part of the application process and attached "as relevant" to the requisition.

The Program Coordinator (Program Coordinator II) coordinates administrative, regulatory and personnel activities for the Deputy Director of the Division of Fisheries and Wildlife, the Chief Financial Officer, and provides administrative guidance and support to all programs within the Division.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

1. Reviews and analyzes data concerning administrative and fiscal activities at the direction of the Deputy Director and the Chief Financial Officer. Compiles data and prepares reports concerning DFW activities, procedures, and programs.

2. Assists the Deputy Director and Chief Financial Officer with the implementation of special projects as needed; including but not limited to serving as a project manager responsible for project oversight ensuring assigned projects remain on schedule, within budget.

3. Acts as the primary point person for DFW's issue tracking and enhancements within MassFishHunt (MFH), DFG's hunting and fishing license and reporting system. Works closely with DFW staff, license sales agents, DFG staff, Division of Marine Fisheries staff, and the MFH contractor to troubleshoot issues, and/or to collaborate with MassWildlife subject matter experts in wildlife, fisheries, finance, marketing, licensing/permitting, and education to represent priorities related to enhancements, bug fixes, and other short- and long-term needs.

4. Coordinates all personnel actions for DFW in consultation with the Director, Deputy Director, and Chief Financial Officer. Processes and reviews job postings and hiring packets prior to submission to the Department of Fish and Game's (DFG) Human Resources Office; coordinates the job posting, interview, and candidate recommendation process with district and field headquarter hiring managers. Works with staff on position descriptions forms and making sure they are updated and current.

5. Provides project management support for DFW habitat conservation and improvement programs.

6. Coordinates agency's response to Public Records Requests; drafts responses after working with requestor, DFW's legal staff, and other appropriate DFW staff.

7. Processes employee reimbursement following internal controls. Assists staff with reimbursement process. May be asked to assist in the processing of agency invoicing or other administrative matters.

8. Assists with processing all Division of Fisheries and Wildlife (DFW) regulations; maintains a continuously updated file of pertinent regulations; reviews regulations and proposed regulation revisions for biological and regulatory accuracy; liaises with internal and external departments and stakeholders on proposed new regulations and proposed regulation revisions.

9. Provides high-quality customer service to constituents visiting or calling Field Headquarters, as assigned.

10. Represents DFW at public outreach events and advocate for the DFW's programs.

11. Develop and maintain professional relationships with the environmental community in the state to further the goals and objectives of DFW; interact professionally with conservationists at the state level.

12. Assists the Deputy Director, the Chief Financial Officer, and other staff as assigned.

13. Other Duties as assigned.

QUALIFICATIONS REQUIRED AT HIRE

1. Knowledge of general report writing

2. Ability to gather information, maintain accurate records, prepare and prepare reports using charts, graphs and tables.

3. Excellent written and verbal communications skills

4. Excellent organizational skills and attention to detail and highly organized

5. Proven experience in managing multiple projects simultaneously and autonomously.

6. Demonstrated success in project management, organizational and administrative competency areas.

7. Fluency in Microsoft Office

8. Excellent Common Sense, Judgement, and Decision-Making Skills. Must possess the ability to use sound, practical judgment with the ability to see the big picture, identify gaps, red flags, assess risk and benefits, and the motivation to follow through to ensure tasks are completed in an effective and timely manner.

9. Excellent Interpersonal Skills with the ability to establish and maintain harmonious working relationships with others. Ability to deal tactfully with others.

Ability to conduct data analysis and produce reports.

11. Ability to read, interpret, apply and explain the policies, procedures, guidelines, laws, rules and regulations governing agency operations and assigned unit activities.

QUALIFICATIONS ACQUIRED ON JOB (List knowledge's, skills, abilities)

1. Knowledge of principles of wildlife management and conservation.

2. Familiarity with the regulation creation and regulation revision process in the Commonwealth

3. Knowledge of the Commonwealth contracting system

4. Knowledge of Laws Regulations and Policies

5. Knowledge of MassWildlife's internal controls.

6. Knowledge of the Commonwealth's HR policies and procedures

7. Software skills in order to help perform additional duties and responsibilities

8. Familiarity and experience with the MassFishHunt licensing system

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.

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.