Chief of Staff and Manager of Operations

Description

About the Organization :

The Office of Consumer Affairs and Business Regulation (OCABR) is a state agency within the Executive Office of Economic Development and is responsible for protecting consumers through advocacy and education.

The Office of Consumer Affairs works to ensure that the businesses our agencies regulate treat all Massachusetts consumers fairly.

The Division of Banks ("DOB"), Division of Insurance ("DOI"), Division of Occupational Licensure ("DOL"), Division of Standards ("DOS"), and Department of Telecommunications and Cable ("DTC") all fall under the OCABR umbrella and help us to fulfill our critical mission of building better businesses and smarter consumers.

The Office of Consumer Affairs and Business Regulation is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status.

We strive to reflect diversity in all facets and levels of our agency. The Office or Consumer Affairs and Business Regulation values inclusiveness and diversity within their employee and management teams.

Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

The Office of Consumer Affairs and Business Regulation is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.

About the Role :

The Office of Consumer Affairs and Business Regulation Operations Manager supports its mission of protecting and empowering Massachusetts consumers through education and advocacy.

The Chief of Staff and Manager of Operations will work with and take direction from OCABR’s Undersecretary, Deputy Undersecretary and will report directly to the OCABR Undersecretary.

The individual in this role will have experience in high level operation support.

This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work-from-home days as needed.

The primary work location is downtown Boston; however, the incumbent might be needed on occasion to assist with specific meetings / events outside of the downtown Boston location.

The successful candidate will be responsible for providing high-level professional operations support to the Office of Consumer Affairs and Business Regulation and the Undersecretary / Director’s Office, managing the day-to-day operational duties of the OCABR, serving as the primary point of contact for all visitors / guests, and ensuring successful onboarding and offboarding of staff.

This work will include managing schedules, coordinating meetings and events, liaising with individuals both internal and external to OCABR, and representing the OCABR in a professional, courteous, helpful, and timely manner.

To excel in this role, the preferred candidate should be able to work well under pressure, manage multiple tasks simultaneously, and thrive in a fast-paced environment.

They should have excellent communication and interpersonal skills and be able to collaborate effectively with colleagues both within and outside of the agency.

The ability to meet strict deadlines and maintain a high degree of accuracy and attention to detail, as well as confidentiality, is critical.

This is an exciting opportunity for a highly motivated and organized individual to join a dedicated team committed to protecting the consumers and business of the Commonwealth.

The Office of Consumer Affairs and Business Regulation is looking for someone who shares their passion for making a difference and is ready to contribute their skills and expertise to this important mission.

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

Office Management.

• Manage the day-to-day operational duties of the Office of Consumer Affairs and Business Regulation Office.
• Ensure positive working relationships with internal and external parties when responding to inquiries; apprises the Undersecretary, Deputy Undersecretary & Chief of Staff frequently during the day on matters requiring attention, i.

e., inquiries, telephone calls, changes in schedule.

• Receive, welcome, and acclimate all visitors / guests to the Office.
• Represent OCABR as the building liaison.
• Coordinate with Building Management on all visitors / guests.
• Submit requests for vendor access to Building Management.
• Receive, open, sort, distribute, scan, save, and e-mails daily mail.
• Utilize the Commonwealth’s procurement system to place and monitor orders for equipment and supplies required by the Undersecretary / Director’s Office
• Provision surplus property through state procedure by coordinating with OCABR / EOED Fiscal.
• Manage and maintain the audio-visual and printing needs of the office.
• Maintain OCABR assigned parking list, and update list when appropriate.
• Maintain, organize and clean general office areas, e.g., kitchen, conference rooms, printing and supply rooms.
• Coordinate with OCABR colleagues on any space or facility related issues.
• Develop systems and processes for successfully managing and completing the office management work and document those processes.

Professional Administrative Support.

• Provide overall professional support to the office. Actively perform administrative tasks as directed and recommends opportunities for improvement.
• Manage calendars / schedules and assist with scheduling for Undersecretary, Deputy Undersecretary; create and maintain virtual master office calendar.
• Arrange and ensure coordination of all meetings / events for the Undersecretary & Deputy Undersecretary with internal and external parties, including all standing and re-occurring meetings;

constant calendar monitoring to detect any conflicts and provide resolution.

Responsible for hybrid meeting preparation including virtual meeting set-up and coordination, room scheduling and set up;

clean up, and follow-up work as needed.

• Using the MassVoice Platform, provide daily office phone coverage and responds to inquiries in a courteous manner, triaging, and directing incoming calls to appropriate staff.
• Process travel reimbursements as needed for the Undersecretary, Deputy Undersecretary and OCABR Agency heads that need Undersecretary attention.
• Develop systems and processes for successfully managing and completing the administrative work and document those processes.

Onboarding and Offboarding OCABR Staff.

• Provide new employees onboarding assistance as needed by coordinating with EOED HR and provide assistance to new staff as needed.
• Direct staff to resources for working in a hybrid environment (Workplace reservation system; PrinterLogic, AV etc.)
• Order supplies by preparing and submitting correct paperwork.
• Obtain security badges by preparing and submitting required applications and headshots.
• Pre-activates for new staff by coordinating with building management.
• Ensure successful completion of staff offboarding by coordinating with EOED HR.
• Develop systems and processes for successfully managing and completing the onboarding and offboarding work and documenting those processes.

Preferred Knowledge, Skills, and Abilities : .

• Strong oral and written communication skills.
• Excellent organizational and planning skills with attention to detail.
• Excellent time management skills with proven ability to manage multiple tasks simultaneously and meet tight deadlines.
• Ability to function in a high-paced and sometimes stressful environment.
• Proficient in Microsoft Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to work with poise in a fast-paced, highly professional environment.
• Comfortable working with high-level officials / C-level.
• Curious to learn new topics and ability to learn new topics quickly.
• High level of comfort using software and technology.
• Experience using the Commonwealth’s Procurement System (CommBuys) a plus.
• Ability to work autonomously once a process is learned.
• Critical thinker and problem solver.
• Experience in handling confidential and ability to exercise discretion in handling such information.
• Ability to exercise sound judgment.
• Ability to establish rapport and maintain harmonious working relationships with others.
• Ability to interact effectively with diverse groups of people.
• Experience with office or facility-management activities.
• Highly motivated, eager to learn, and quick on your feet.
• You have an agile mindset.
• You are actively forward-looking and pre-emptive of questions.
• You can take directions quickly and get things done.
• You are flexible, driven, creative, and an achiever.
• You can facilitate when asked; you can follow when asked.
• You are customer-focused.
• You quickly roll up your sleeves and pivot at a moment’s notice.
• You can quickly change and adapt to changing priorities.

All applicants should attach a cover letter and resume to their online submission for this position.

Qualifications

MINIMUM ENTRANCE REQUIREMENTS :

Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management or (B) any equivalent combination of the required experience and substitutions below.

Substitutions :

I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience.

II. A Bachelor's degree in a related field may be substituted for two (2) years of the required experience.

III. A Graduate degree in a related field may be substituted for three (3) years of the required experience.

IV. A Doctorate degree in a related field may be substituted for four (4) years of the required experience.

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.

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