Administrative Coordinator

Commonwealth of Massachusetts - Boston, MA3.9

Full-time$52,000 - $74,000 a year
The Massachusetts Department of Public Health (DPH) is seeking a dynamic and self-motivated professional to perform daily administrative activities and provide overall support for the MA Sexual Assault Nurse Examiner (SANE) unit. SANE is a direct service program of DPH in the Bureau of Community Health and Prevention (BCHAP). The program provides expert, forensic nursing services to sexual assault patients of all ages across the Commonwealth.

The selected candidate will be responsible for a variety of administrative functions, including, but not limited to the coordination of contracts, invoices, and reimbursement processing as well as serving as a liaison to other departments within BCHAP and outside the organization. The Administrative Coordinator is an integral part of the SANE program, and will work within a team-focused environment. Our candidate will act with urgency, professionalism, and a high level of customer service in all aspects of the job.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

Provide day-to-day coordination and support for the SANE program which may include managing communications, coordinating schedules, email correspondence, website updates and other administrative tasks.
Partner with other program staff toward high quality, efficient, and patient-focused service.
Coordinate and facilitate the timely and accurate processing of contracts, invoices, and reimbursements; Respond to inquiries from staff on issues related to billing.
Liaise between SANE program and other DPH departments, including Administration and Finance, in support of SANE program objectives.
Coordinate and monitor program services in support of SANE nurses and program staff statewide including activities such as nurse credentialing, data entry, and recordkeeping.
Develop and track reports while performing reconciliation of financial data.
Provide technical assistance and advice to SANE nurses and program staff statewide on compliance with billing policies, procedures and standards.
Coordinate, maintain, and monitor systems for credentialing and invoicing in compliance with established policies, produces and standards.
Provide recommendations for changes in procedures, guidelines, and standards in support of program objectives.
Attend meetings, trainings, and conferences and assist program staff in coordinating activities to support these events.
Participate in grant reporting, procurement, document coordination, and recordkeeping.
Assist with the development and distribution of training and outreach materials.
Contribute to the coordination of training inquiries and the application process related to the SANE certification training.

Preferred Qualifications:
Three to five (3-5) years of professional office and customer service experience, preferably in a fiscal, accounts payable, accounting and/or contract administration role.
Ability to work independently, with attention to detail, and the capacity to prioritize tasks appropriately.
Experience with proofreading and reviewing work for accuracy and completeness.
Capability to work on, and prioritize multiple projects simultaneously and meet tight deadlines in a fast paced environment.
Reliable, with high energy and enthusiasm, a positive demeanor, and an interest in social impact, including public health/human services programs.
Demonstrated ability to work collaboratively with a wide variety of staff demonstrating personal initiative as well as the ability to work well in a team.
Commitment and passion for implementing and fostering racial equity, diversity, inclusion and social justice into work practices while addressing other social determinants of health.
Proficient usage of Microsoft Office products including Word, Excel, PowerPoint and Outlook.

Agency Mission:
The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

Total Compensation:
As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including:

75% state paid medical insurance premium
Reasonable Dental and Vision Plans
Flexible Spending Account and Dependent Care Assistance programs
Low cost basic and optional life insurance
Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
11 paid holidays per year and competitive Sick, Vacation and Personal Time
Tuition Remission for employee and spouse at state colleges and universities
Short-Term Disability and Extended Illness program participation options
Incentive-based Wellness Programs
Professional Development and Continuing Education opportunities
Qualified Employer for Public Service Student Loan Forgiveness Program

Pre-Offer Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit

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.

For questions, please contact Health Human Resources at 1-800-850-6968.


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.

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.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Official Title: Program Coordinator I
Primary Location: United States-Massachusetts-Boston-250 Washington Street
Job: Administrative Services
Agency: Department of Public Health
Schedule: Full-time
Shift: Day
Job Posting: Feb 4, 2019, 10:07:36 AM
Number of Openings: 1
Salary: 52,015.34 - 74,146.02 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Nahomi Carlisle - 617-624-5471
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No