Administrative Operations Coordinator Jobs

MassHealth is seeking qualified applicants for the position of Administrative Operations Coordinator. The Administrative Operations Coordinator will provide administrative support to the Director of Administrative Operations by completing a variety of tasks and projects, such as triaging and resolving issues, researching requests from MassHealth members and external contacts and referring inquiries/issues to the unit or subject matter expert within MassHealth for resolution.

The Administrative Operations Coordinator will provide oversight of various contracts, maintain office supply inventory, collaborate with the Accounting Department to process vendor invoices, maintain files and provide front desk reception coverage when needed.

The incumbent will collaborate with other units within MassHealth in order to create a professional work environment that supports MassHealth goals and objectives. The Administrative Operations Coordinator will receive direction and supervision from the Director of Administrative Operations and will communicate effectively with colleagues in the Administrative Operations Unit in order to ensure that office operations are run efficiently and smoothly.

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

• Assist with scheduling meetings, screening calls, logging and directing phone calls, organizing, and maintaining files and logs, maintaining tracking of internal and external correspondence.

• Assist with log-in, assigning, tracking and logging-out Complaint/Grievance Forms. Ensure that MassHealth members are responded to, and their issues are resolved in a timely manner. Refer constituent, provider, legislative, member and health center issues to appropriate MassHealth units and other subject matter experts within the Department.

• Assist with updating and maintaining the various MassHealth Operations contact lists and other documents as needed.

• Assist with scheduling meetings, limited conference room scheduling.

• Assist with maintaining logs, tracking and physical files for employee Travel Reimbursement and correspond with EHS Accounting as needed.

• Assist with maintaining MassHealth (MH) Hancock Street Parking List.

• Serve as contact person for replacing copy machine/printer toners for floors 1,2 6,7,8 & 9, keeping track of toner inventory.

• Assist with creating client files, organizing client information, maintaining various spreadsheets, reviewing client paperwork, assessing when clients are ready for redetermination, determining, sending Request for Information notices, approval notices, denial notices and logging and maintaining files accordingly relating to the Massachusetts Insurance Connection (MIC) Program.

• Create client files, organize client information, maintain various spreadsheets, review client paperwork, assess when clients are ready for redetermination, determine and request reimbursement checks.

• Maintain strong relationship with Budget and Accounting in order to process expenditure requests timely.

• Assist with providing effective contract coordination to ensure that all contracts are renewed prior to contract end date.

• Receive and review vendor invoices for accuracy. Forward to EHS Accounting Unit for processing.

• Maintain database that identifies status/financial obligation for all ISA/Contracts managed by MassHealth Administrative Operations.

• Review and consult with MassHealth Finance and Policy Units to ensure ISA for Office for Refugees and Immigrants (ORI) is in preparation for signature and execution.

• Prepare written summaries and ad hoc reports on contract spending, as needed.

• Participate in MassHealth Safety Team activities.

• Provide oversight for MassHealth contracts that provide MassHealth goods and services.

• Assist with coordinating and organizing some aspects of the Massachusetts Insurance Connection (MIC) program.

• Perform special assignments in MassHealth Operations to support assignments and ad-hoc projects to be completed in their respective operational area.

• Perform other duties as assigned.

Preferred Qualifications:

• Strong computer skills, including proficiency in Microsoft Word, PowerPoint and Excel.

• Excellent organizational skills and attention to detail.

• Ability to collaborate across multiple teams in a complex stakeholder environment.

• Team centered cooperative work philosophy, professional demeanor, and approach to work.

• Excellent interpersonal and communication skills with the aptitude to work independently and collaboratively with multiple staff.

• Demonstrated ability to multi-task, prioritize and execute work assignments.

Qualifications Required at Hire:

• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
• Ability to maintain a staff calendar, accurate records, and reports.
• Ability to learn and access a variety of information systems supported by a variety of technological platforms.
• Ability to determine proper format and procedure for assembling items of information and maintain accurate records.
• Proficient use of Word, Excel, Other MS Office Suite applications, Microsoft Teams, and Zoom
• Ability to assemble items of information in accordance with established procedures.
• Ability to gather information by examining records and documents and by questioning individuals.
• Knowledge in the use of methods for writing, preparing, and reading tables and reports.
• Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
• Ability to effectively multi-task and work in a fast-paced environment and prioritize duties independently.
• Ability to give and follow written and oral instructions in a precise, understandable manner.
• Ability to work in a professional and courteous manner.
• Knowledge of work task and simplification methods.
• Knowledge of the methods and ability to prepare and use general reports, graphs, and tables.
• Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
• Ability to exercise discretion in handling confidential information.
• Ability to establish rapport with others and maintain harmonious working relationships.
• Ability to handle and respond to telephone calls in a professional and courteous manner.
• Ability to exercise sound judgement.

To Apply

Please upload both Resume and Cover Letter for this position when applying. First consideration will be given to those applicants that apply within the first 14 days.

About MASSHEALTH:

To improve the health outcomes of our diverse members and their families by providing access to integrated health care services that promote sustainable & equitable health, well-being, independence and quality of life.

For more information about our agency and programs please visit: www.mass.gov/masshealth

Pre-Offer 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.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form.

For questions, please the contact the Office of Human Resources at 1-800-510-4122 and select option #2.