Program Coordinator Two Jobs in Waltham, MA (NOW HIRING)

Position Summary

The Program Coordinator II (PC II) works under the direction of the Area Director or designee and provides advanced administrative, operational, financial, contract management, and data management support for Area Office operations. The position is responsible for coordinating provider contracts, monitoring financial and program utilization, managing CMS waiver and Medicaid-related activities, maintaining compliance with Level of Care (LOC), Plan of Care (POC), and Individual Plan of Care (IPOC) requirements, and supporting self-directed services. The PC II serves as a liaison among Area Office staff, Regional Contract Offices, provider agencies, fiscal staff, and community partners to ensure accurate reporting, regulatory compliance, efficient resource management, and high-quality service delivery.

Essential Duties and Responsibilities

Contract and Financial Management

• Coordinate all Purchase of Service (POS) contracting activities with DDS provider agencies.
• Serve as the primary liaison between the Area Office and Regional Contract Offices.
• Communicate contract updates and operational information to Area Directors, providers, and Area Office staff.
• Monitor contract utilization, expenditures, and funding allocations to ensure fiscal accountability.
• Maintain contract rosters and ensure services are accurately funded within Meditech and other financial systems.
• Complete fiscal year contract closeouts and maintain contract documentation throughout the year.
• Prepare financial, utilization, and management reports for Area and Regional leadership.
• Manage Area Financial Management System (FMIS/FMS) activities and maintain accurate financial databases.
• Train staff and provide technical assistance related to fiscal management systems and reporting.

Program Coordination and Data Management

• Manage projects, assignments, and reporting related to CMS Home and Community-Based Services (HCBS) Waiver programs.
• Maintain Medicaid eligibility and coordinate waiver enrollments and billing activities.
• Monitor compliance with LOC, POC, and IPOC timelines using available management reports.
• Resolve Participant Allocation Management (PAM), Plan of Care (POC), and other waiver-related issues.
• Ensure Area Office data systems are complete, accurate, and current.
• Develop Area and Regional management reports using multiple data systems.
• Create reporting mechanisms supporting new program development and operational initiatives.
• Oversee monthly submissions of program, enrollment, utilization, and performance data.
• Identify billing or compliance issues, including late POCs and Medicaid eligibility concerns, and coordinate corrective actions.

Self-Directed Services

• Manage participant budgets and allocations through the PPL portal.
• Support the Self-Direction Team with budget monitoring, participant enrollment, and program growth.
• Monitor expenditures to ensure services remain within approved allocations.

Operational Support

• Support the Area Director with operational planning, special projects, and administrative assignments.
• Collaborate with leadership, service coordinators, provider agencies, fiscal staff, and regional offices to achieve operational objectives.
• Develop systems that improve communication, reporting, and workflow efficiency across the Area Office.

Required Qualifications:

Ability to write clearly and concisely, express thoughts clearly and develop ideas in a logical sequence, ability to assemble items of information in accordance with established procedures.

Ability to communicate effectively in oral expression.

Ability to exercise sound judgement.

Ability to follow written and oral instructions.

Ability to analyze and determine the applicability of data, to draw conclusions, and make appropriate recommendations.

Knowledge of the methods used in the preparation of charts, graphs, and tables and of general report writing.

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Public Administration, Human Services, Accounting, or a related field; or an equivalent combination of education and experience.
• Experience in program coordination, contract administration, financial management, data management, public administration, or human services.
• Experience using financial systems, databases, and reporting tools.
• Equivalent combinations of education and qualifying professional experience may be substituted in accordance with Commonwealth hiring guidelines.
• Experience working in a DDS Area Office or similar human services environment.
• Experience with provider contract administration and fiscal management.
• Experience managing CMS waiver activities and compliance reporting.
• Experience with self-directed services and participant budget management.
• Experience producing management reports and analyzing operational data.
• Knowledge of Medicaid billing processes and regulatory requirements.
• Experience coordinating multiple projects involving diverse stakeholders.

Working Relationships

• Area Director
• Regional Contract Office
• Provider Agencies
• Area Office Staff
• Service Coordinators
• Fiscal and Administrative Staff
• Clinical and Risk Management Staff
• Regional DDS Leadership
• External vendors and community partners

Please Note:

This position is located in Framingham

Schedule:  Monday-Friday

Days Off:   Saturday/Sunday

Flexibility required to meet the needs of the program/area office

About the Department of Developmental Services: 

The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government.

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

Pre-Hire Process:

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.

       Education, licensure, and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Recommended candidates must successfully complete pre-employment screening which includes:

       Disabled Persons Protection Commission (DPPC) Abuse Registry Search:  https://www.mass.gov/info-details/dppc-abuser-registry

       Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. http://www.mass.gov/hhs/cori

       National Background Checks, Chapter 234 of the Acts of 2014, conduct fingerprint-based check. https://www.mass.gov/lists/dds-fingerprint-background-checks

ADA Reasonable Accommodation:

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

For technical help with MassCareers, including logging into your profile and/or resetting your password, please call the Employee Service Center at 617-979-8500 for assistance.

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

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, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, 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 or public administration 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 or public administration may be substituted for the required experience.*

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

 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.