IT Operations Coordinator

Commonwealth of Massachusetts - Everett, MA

Part-time - Entry Level

Remote - Everett, MA

Administration of Human Resource Programs

About the position

The Education Secretariat is dedicated to fostering an equitable workplace that values the unique and diverse characteristics and experiences of every member of its workforce. We strive for an authentic environment where colleagues can present their full selves, emphasizing collaboration, innovation, and connections to achieve our mission of ensuring that all children, youth, and families thrive socially, academically, and economically. We are looking for teammates who are committed to promoting a diverse and inclusive work environment where everyone is valued and engaged. We encourage you to apply and highlight your strengths in these areas. The Executive Office of Education (EOE) is seeking an IT Operations Coordinator who will primarily work in a hybrid model, combining in-office workdays with work-from-home days as needed. The main work location is in Everett, but the incumbent may occasionally be required to assist at the Boston office for specific meetings, events, or projects. The successful candidate will provide high-level professional administrative support to the Secretariat Chief Information Officer (SCIO) for the Executive Office of Education. This role involves utilizing supportive technology to manage the day-to-day operational duties of the SCIO, serving as the primary point of contact for all visitors and guests, and ensuring effective communication and support for the SCIO and their staff. Key responsibilities include managing schedules, coordinating meetings and events, liaising with internal and external individuals in the SCIO's Office, and representing the SCIO in a professional, courteous, and timely manner. The role also requires introducing technology to streamline processes and reduce manual tasks, creating an efficient and organized work environment. The ideal candidate should thrive under pressure, manage multiple tasks simultaneously, and possess proficiency in Microsoft products or similar applications. Excellent communication and interpersonal skills are essential for effective collaboration with colleagues both within and outside the agency. Meeting strict deadlines while maintaining a high degree of accuracy, attention to detail, and confidentiality is critical for this position. This is an exciting opportunity for a highly motivated and organized individual to join a dedicated team committed to improving the lives of students in Massachusetts.

Responsibilities

• Provide high-level professional administrative support to the Secretariat Chief Information Officer (SCIO).
• Manage schedules and coordinate meetings and events for the SCIO.
• Serve as the primary point of contact for all visitors and guests to the SCIO's office.
• Facilitate meetings and document processing for office assignments.
• Develop systems and processes for managing office work and document those processes.
• Utilize technology to automate workflows and increase efficiencies.
• Provide daily office phone coverage and respond to inquiries courteously.
• Process travel authorizations and reimbursements for the SCIO.
• Manage day-to-day operational duties of the SCIO's office.
• Coordinate onboarding and offboarding for EOE-IT staff.

Requirements

• Three years of full-time or equivalent part-time professional administrative or managerial experience in business administration, business management, or public administration.
• Strong oral and written communication skills.
• Excellent organizational and planning skills with attention to detail.
• Proficient in Microsoft Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to manage multiple tasks simultaneously and meet tight deadlines.
• Experience in handling confidential information and exercising discretion.

Nice-to-haves

• Experience with office or facility-management activities.
• Ability to work autonomously once a process is learned.
• Critical thinker and problem solver.
• Experience working with high-level officials/C-level.

Benefits

• Comprehensive employee benefits package.
• Support for work-life balance.
• Opportunities for professional development and training.