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Marlborough Site Coordinator

Department of Conservation & Recreation

Marlborough, MA

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JOB DETAILS
SKILLS
Accounting, Administrative Management, Administrative Skills, Analysis Skills, Audiovisual, Business Administration, Calendar Management, Collective Bargaining, Communication Skills, Construction Safety, Customer Support/Service, Detail Oriented, Emergency Procedures, Establish Priorities, Facilities Management, Finance, Fleet Management, Healthcare, Hospital, Human Resources, Identify Issues, Intrusion Detection Systems, Leadership, Maintenance Services, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Office Equipment, Office Management, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Procedure Implementation, Process Improvement, Project/Program Coordination, Project/Program Management, Public Administration, Public Health, Purchasing/Procurement, Records Management, Regulations, Staff Training, Systems Maintenance, Technical Support, Time Management, Training/Teaching, Transportation Routing, Writing Skills
LOCATION
Marlborough, MA
POSTED
1 day ago

The Massachusetts Department of Public Health (DPH) is seeking an experienced professional to serve as the Marlborough Office Site Administrator. The selected candidate will be the primary point of contact for all facility matters including maintenance, safety, wellness, and coordination/setup ofmeeting rooms.

Additional responsibilities for this position include the coordination of the site's training center. Maintaining an active calendar and creating reservations as needed for statewide trainings and/or meetings. Providing support to staff and attendees at time of each scheduled event. Providing support to the DPH Fleet Manager with annual processes and other projects within Facilities and Support Services as needed. The ideal candidate can implement new procedures and problem solve as new issues arise.

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

  • Oversee and coordinate ensuring that proper building procedures are followed at all times regarding the opening, closing and securing of all site entrances and points of egress.
  • Ensure touchdown booking software is current and accurately reflects touchdown spaces location, availabilities, and amenities.
  • Maintain a current list of all staff assigned an office or cubicle location.
  • Support in creation of ID badges; take photos for new IDS and deliver new IDs to staff as they become available.
  • Conduct new staff training on emergency evacuation procedures and conduct annually at least one evacuation drill with feedback to managers and staff.
  • Post and update floor plans outlining evacuation routes and other important safety or maintenance issues.
  • Maintain an active calendar for training rooms. Making and tracking reservations for DPH staff and outside visitors.
  • Maintain audio/visual equipment for meeting/training rooms, troubleshooting and schedule repairs as needed with outside vendor.
  • Maintain training room setup/layout and request cleaning of meeting/training rooms as needed between reservations.
  • Communicate updates to Marlborough staff on wellness, safety, and building initiatives, including the status of new or resolved safety and maintenance issues.
  • Serve as the primary point of contact with DPH Facilities Site Administration Coordinator including IT and phone service, identify deficiencies and recommend areas for process/system improvements.
  • Serve as a point of contact for staff to submit and track building issues.
  • Submit and track service tickets for multi-function devices.
  • Provide coverage for reception desk as needed.
  • Communicate and coordinate all activities of assigned custodial and maintenance personnel as well as the coordination of all equipment needs with DPH Facilities Site Administration Coordinator.
Required Qualifications:
  • Ability to assemble, analyze, summarize and draw conclusions from data, and make appropriate recommendations concerning data while maintaining a high level of confidentiality is required.
  • Capacity to maintain systems to facilitate workflow; demonstrated skills prioritizing and organizing workload is required.
  • Strong written and oral communication skills with proficiency in Microsoft Office applications including Outlook, Word and Excel.

  • Superb attention to detail and accuracy, including work simplification methods.

  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned activities.
Preferred Qualifications:
  • Superb attention to detail and accuracy, including work simplification methods.
  • Ability to occasionally transport, push, or pull up to 50 pounds of office supplies or equipment with or without assistance.
  • Demonstrated ability designing and providing training and assistance to staff and site personnel is preferred.
  • Strong leadership, project management and time management skills.
  • Talent for coordinating numerous projects simultaneously to successful completion.

Working Conditions:

Incumbents may occasionally lift, carry, push, or pull up to 50 pounds of office supplies or equipment with or without assistance and with or without the use of devices and/or equipment to assist in the lifting effort. Work assignments may be performed with or without reasonable accommodation to a known disability.

About the Department of Public Health:

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.

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

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.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800-510-4122 Ext. #4

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) four years of full-time or equivalent part-time experience in one or multiple areas of the following, as required by the assignment: office management or administration, finance, accounting, purchasing, or human resources or (B) any equivalent combination of the required experience and the substitutions below.

Incumbents may be required to possess a current and valid motor vehicle driver's license at a class level specific to assignment.

Substitutions:

I. An Associate's degree with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for one (1) year of the required experience.

II. A Bachelor's degree or higher in with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for two years of the required experience.

Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

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.

About the Company

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Department of Conservation & Recreation