Travel and Personnel Coordinator

Commonwealth of Massachusetts - Boston, MA (30+ days ago)3.9


The Massachusetts Department of Public Health’s (DPH) Administration and Finance Unit for the Bureaus of Health Care Safety and Quality, and Health Professions Licensure is seeking a dynamic, energetic, detail-oriented individual to serve as the Travel and Personnel Coordinator. With approximately 250 staff dedicated to different facets of critical public health operations, this individual will provide a key role in facilitating the hiring process by working in close coordination with staff internal and external to the Department. In addition, the selected candidate will provide administrative oversight of the travel approval and reimbursement process.

To be successful in this role, candidates should possess exceptional organizational and interpersonal skills, be a strong communicator and enjoy working as part of a team in a fast paced environment. Our preferred applicant is comfortable providing technical assistance and training to hiring managers, as well as customer service to a diverse staff.

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

Provides technical assistance to Bureau hiring managers on internal procedures for hiring.
Uses MassCareers (on-line hiring system) for the processing of all positions/job postings.
Coordinates with Bureau hiring managers to ensure all hiring related documents are accurately and thoroughly completed.
Collaborates with EOHHS (Executive Office of Health and Human Services) HR and Bureau hiring managers to review the status of outstanding positions to ensure efficiency and accountability and to facilitate resolution.
Collaborates with EOHHS HR to ensure accurate completion and submission of all required documents.
Coordinates with Bureau hiring managers and EOHHS HR regarding HR transactions related to employment and staffing.
Serves as a liaison with EOHHS HR and DPH Budget Office staff for HR activities.
Oversees and adhere to the principles of quality improvement to assess, recommend and implement personnel hiring processes for the Bureaus in alignment with Department and State requirements.
Performs other related duties such as maintaining and updating organizational charts, providing recommendations, records management and general information sharing.
Serves as travel coordinator for the respective Bureaus/Program.
Acts as primary contact with DPH Central Accounting for travel reimbursement.
Coordinates with staff and DPH Central Accounting to resolve any travel issues.
Ensures accurate and thorough completion of all travel request and reimbursement documents, following up with staff as needed.
Reviews all TAFs (travel authorization forms) for out-of-state travel to ensure that staff abide by EHS and DPH travel policies such as those pertaining to flight times, accommodations/hotel restrictions.
Serves as the primary contact with the Commissioner’s Office for the submission and approval of all TAFs.

Preferred Qualifications:
Ability to multitask and manage several projects at one time; prioritize and manage time effectively with competing priorities.
Confident and able to effectively engage stakeholders in challenging or deadline-oriented situations.
Demonstrated resourcefulness in setting priorities, proposing new ways of creating efficiencies, and guiding investment in processes and systems.
Capacity to maintain accurate records and exercise discretion in handling confidential information.
Strong written and oral communication skills, including methods of general report writing and proficiency in Microsoft Office applications including Visio, Excel, Outlook and Word.
Ability to exercise discretion in handling confidential information.
Ability to assemble items of information in accordance with established procedures.
Ability to determine proper format and procedure for assembling items of information.

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-Hire 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 http://www.mass.gov/hhs/cori

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.

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.