Operations Coordinator

The Massachusetts Department of Fish and Game's (DFG) Division of Ecological Restoration (DER) restores and protects rivers, wetlands and watersheds for the benefit of people and the environment.  DER partners with nonprofit organizations, towns, individuals, and groups toimplementriver and wetland restoration projects. These projects improve habitat for wildlife and provide many benefits to communities. Benefits include reduced flooding, improved water quality, and public safety.  All of DER's projects help people and nature adapt to climate change. 

DER seeks a skilled Operations Coordinator with a passion for collaboration and healing the environment.  This is an exciting and historic time to join the DER team, which in the past year successfully restored/reconnected 34 river miles and restored over 15 acres of salt marsh.  DER currently has 67 active Priority Ecological Restoration Projects in various stages of design, permitting and construction. In addition to the great work DER has accomplished across the Commonwealth in the past year, DER has completed several important internal projects such as re-structuring to support the long-term growth and viability of the division, successfully growing our operational budget, received significant ARPA and Chapter 268 funding, and expanded our staff to include new positions.  

A cover letter and resume must be submitted as part of the application process and attached "as relevant" to the requisition.

The Operations Support Coordinator plays a critical role in helping the Division transition to the Future of Work and strengthen its overall operations by assisting with high-priority technology and operational knowledge management projects. The position will encourage correct and widespread usage of DER's knowledge base and digital solutions. Projects may include but are not limited to the maintenance, enhancement, and user support of digital tools (i.e. databases for tracking ecological restoration project data; tools that integrate budgeting and internal controls; and software for indexing workflows and policies); building internal knowledge library; and documenting standard operating procedures.  The position requires strong communication, organization, and collaboration skills. The position reports to the Operational Specialist, Management Analyst III and has no direct reports.

DUTIES & RESPONSIBILITIES

Support the development and enhancement of operational infrastructure needed to expand the Division's impact on ecological restoration (30%).

• Work collaboratively across programs and teams to assist in the capture and documentation of business needs and support development of process and IT based solutions to achieve operational, programmatic and divisional goals.
• Map current and future workflows using solutions such as Lucid Chart.
• Collaborate with DER's Operations Team to support and enhance data management strategies for ecological restoration project data, restoration metrics, fiscal and budget data, and other critical information.
• Support the development and maintenance of a division-wide standard operating procedures, including the documentation of best practices, external and internal processes, internal controls, and learning materials for new staff.
• Maintain upkeep of department and agency-level policies and protocols to centralize division-wide access to knowledge content.
• Lead coordination of IT software procurements to support division-wide business needs.

Serve in a technology coordination role to provide resolution, guidance, and ongoing maintenance of digital tools as well as problem-resolution and end user support (60%).

• Lead the project coordination of digital solutions needed to support the growth of the division. Examples of responsibilities include:
  • Serve in a project coordinator role to support rollout of digital solutions as needed and defined by Operations Specialist
  • Coordinate use case testing scenarios to assist in risk identification and mitigation.
  • Conducting end user trainings and hosting office hours
  • Conducting coaching sessions and creating job aids to expand knowledge resources and platform adoption of all end users.
  • Maintaining and managing digital filing system architecture.
• Assist in building and maintaining the division's restoration project tracking database in Monday.com. Examples of responsibilities include: 
  • Troubleshooting data storage issues and deploying resolutions 
  • Developing additional datasets such as dashboards, tables, and reports
  • Creating end user support guides
• Support the development, implementation and maintenance of a knowledge management system, process, and technical solution, including need and risk assessment, development and compilation of content, facilitation with stakeholders, and coordination with software solution developers. 
• Respond to general IT issues reported by DER staff and coordinate resolution.
• Support deployment of IT system enhancements and improvements associated with Future of Work, including Modern Workplace, SharePoint, Microsoft Teams, and work management systems such as Monday.com and Lucid Chart.
• Stay informed and knowledgeable about data standards and make recommendations for enhancements or changes in digital solutions to capture best practices, meet division needs, and increase end user adoption.

Administer general office support and coordination (10%).

• Coordinate common business processes such as onboarding and off-boarding of staff and maintaining trackable inventory of all IT asset bundles, products, equipment and licenses deployed to staff.
• Manage DER's internal meeting and conference needs including audio/visual support, space reservations, and disseminating meeting minutes. 
• Oversee intake and logging of Public Records Requests; assign response delegations as appropriate. 
• Be the primary liaison to answer DER's main phoneline, oversee sending and receiving mail, and manage in-office badge access for staff.
• Coordinate with Departmental and Facility staff on issues, logistical tasks, changes or challenges changes Division's shared workspace.
• As needed, open Facility tickets and work with related staff to resolve the issue.

SUCCESS

Success in this position requires strong creative and critical thinking to navigate the complexity and interdisciplinary nature of DER's work, including a strong sense of collaboration and creative thinking and problem-solving skills. Success in this position will also require robust experience in information technology systems, familiarity with ecological restoration practices, and demonstrated understanding of data management. 

COLLABORATION

The Operations Coordinator will report directly to the Operations Specialist and work in close collaboration with the Division and Department staff, including: 

• Department of Fish & Game's IT Team
• DER's Directors
• DER's Fiscal Team
• DER's Technical Services Branch
• DER's Capacity Building Branch
• DER's Habitat Restoration Branch

PREFERRED QUALIFICATIONS

• Understanding of ecological and general environmental principles.
• Pro-active, well-organized, and able to use independent judgment in prioritizing IT requests and issues.
• Strong problem-solving, relationship-building and team collaboration skills.
• Adept with technology and able to use a variety of cloud-based software applications. 
• Demonstrated ability and experience managing databases, spreadsheets, and other datasets.
• Demonstrated ability and experience evaluating and developing organizational workflow maps, documenting procedures and capturing internal controls.
• Demonstrated ability to write concisely and express thoughts clearly.
• Strong creative, analytical, and critical thinking abilities to identify problems and develop paths for correction.
• Knowledge of standard project management concepts, practices, and procedures.
• Computer proficiency with the full suite of Microsoft Office programs (particularly Excel, Word, and Access).  Excellent all-around computer skills including data management.
• Proficiency with SharePoint file management and organization.
• Ability to work independently and with self-initiative, and as part of a team.

QUALIFICATIONS ACQUIRED ON THE JOB

• Proficiency with all relevant applications, such as Monday.com and Lucid Chart.
• Understanding of division specific policies and procedures.

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 experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis or in program administration or program management 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, public administration, industrial engineering or industrial management 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, public administration, industrial engineering or industrial management may be substituted for the required experience. *

III.  A Bachelor's degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management 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. 

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.