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Program Coordinator

Boston, MA 02108

Posted: 03/08/2023 Employment Type: Contract Job Category: Administrative Job Number: 548450 Is job remote?: No Country: United States

Job Description

Program Coordinator
Contract – 6 months
Boston, MA
Pay Range: $31.50-$34.50/hr

Must Haves:
  • 4+ years of professional, administrative, or managerial experience in business
  • Ability to understand the laws, regulations, and procedures governing the program activities
  • Advanced Proficiency using Microsoft Office Programs including, Excel, Word, Outlook, and Access
  • Experience working the public, public officials, and technical professionals
Job Summary/Description:
The Program Coordinator coordinates and monitors the program activities including but not limited to license applications; licensing examinations; license renewals; billing and collection of Application Fees, Exam Fees, Annual Fees, and Renew.

A. Coordinates and Monitors Program Activities

License Applications: 
  • Prepares and mails license Application materials to requestors.  Logs in received Applications and reviews for completeness.  If incomplete, or incorrect contacts applicants and resolves.  Prepares Application files.  Notifies the organization of the name of each applicant.  Scans and forwards Application file to Board members for review.  Prepares, mails, and files all Approval letters when applicants are approved by the Board.
Licensing Examinations: 
  • Maintains spreadsheet tracking list of applicants approved to take exam, and monitors each candidate’s two-year exam eligibility.  Notifies candidates whose exam eligibility is about to expire.  Schedules eligible applicants for available exam slots.  Prepares and mails scheduling confirmation letters and Exam Fee invoices.  Verifies receipt of exam fee before candidate is permitted to take exam.  Coordinates exam administration by reserving room, scheduling proctors, conducts “check-in” of candidates, including identity check, and distributing and collecting exam materials.  Serves as proctor as needed.  Prepares wall certificates for those who pass the exam.  Schedules Exam Review Sessions for candidates who fail as requested.  Coordinates Review Sessions by reserving room, preparing materials.  Prepares and mails letters to applicants whose eligibility has expired.
B. Serves as Database Coordinator:
  • Maintains the Board’s website.  Enters new applicant data.  Enters address changes and corrections.  Enters status changes and license renewals.  Enters disciplinary information regarding suspensions and revocations of license.  Conducts queries as needed by the Board, staff, the organization, the Revenue Unit, and others.  Prepares list of licensees and their addresses and telephone numbers for distribution and posting on the Board’s website on a quarterly basis.  Notifies staff of all program status changes.
C. Serves as Office Manager: 
  • Organizes and coordinates mailing of “packets,” monthly Board meeting materials, to Board members.  Collects and maintains all Board meeting minutes.  Processes travel and expense reimbursements for staff.  Orders office supplies and equipment as needed.  Monitors use of office supplies and maintains office supply cabinets.  Prepares purchase orders and contracts for expert witnesses.  Oversees and monitors office equipment and furniture, requesting repairs or ordering replacement as needed.  Develops and updates Standard Operations Procedure manual for Program Coordinator functions. 
D. Serves as Agency Budget Analyst: 
  • Prepares annual estimate of agency budget needs for coming fiscal year.  Monitors expenditures and balances and prepares reports for Executive Director, staff, and Board as needed.
E. Serves as Agency Records Manager: 
  • Oversees filing, storage, and retrieval of program files.
F. Serves as Agency Receptionist: 
  • Answers phone and directs callers to appropriate staff person.  Answers callers’ inquiries and forwards program information when requested. 
G. Serves as Agency Administrative Assistant: 
  • Provides administrative assistance to Executive Director and staff.  Assists with copying, filing, scanning, collating, and mailing.  Distributes mail.  Reserves meeting rooms for use by Board and/or staff.
  • Excellent organizational skills
  • Demonstrated ability to multi-task
  • Ability to express ideas clearly both orally and in writing
  • Ability to understand, the laws, regulations, and procedures governing the program activities
  • Knowledge of bookkeeping, billing procedures, and financial record-keeping methods
  • Experience in dealing with the public, public officials, and technical professionals
  • Ability to exercise sound judgment and exercise discretion in handling confidential information
  • Skilled at use of Microsoft Word, Excel, Access, and PowerPoint
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