Job Description
The Massachusetts Department of Public Health's (MDPH) Bureau of Substance Addiction (BSAS) is seeking a dynamic applicant to fill the role of Unit Support Coordinator. The Unit Support Coordinator is part of the DPH Bureau of Substance Addiction Services (BSAS) Quality Assurance and Licensing (QAAL) Unit. The incumbent works with the staff of the QAAL Unit including the Director, Assistant Director, Licensing Inspectors, Special Project and Data Coordinators, Program Coordinator of the Alcohol and Drug Counselor licensure, Complaint Investigation Specialists, and other support staff to ensure efficient unit workflow and adherence to governing licensing, statutes, regulations and BSAS policy. This position also provides logistical support to the QAAL Unit through a range of responsibilities that cross over the sub-units in QAAL and acts as a point person for many essential functions within the unit. These essential functions include: assessing and evaluating entities who wish to apply for licensure of Substance Use Disorder treatment programs through the suitability process and notice of intent application, overseeing the process for reviewing regulatory/contractual waivers submitted by Licensed Providers, supporting the process of collecting/preparing information requests related to QAAL activities, provision of assistance to Providers and support for responding to BSAS inquiries both for the licensing of treatment programs and the licensing of alcohol and drug counselors, assistance with coordination/collaboration within BSAS as well as other staff within DPH, supporting various projects within the unit, including system of record enhancements, and administrative unit support.
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This contractor position is a full-time position of 37.5 hours per week over the next one to two years. The Unit Support Coordinator will primarily be responsible for the following job duties and responsibilities:
Duties and Responsibilities (these duties are a general summary and are not all-inclusive):
- Coordinate Suitability submissions, maintain the tracking system Notice of Intent (NOI), coordinate Suitability meetings for the review of the NOI submissions, and conduct any necessary follow-up.
- Serves as the internal point of contact for NOI submissions.
- Maintain NOI tracking and organizational tools.
- Review NOI submissions for completeness and accuracy using standardized checklists and tools.
- Coordinate with the submission point of contact to notify them of any missing documents, areas of clarification, and/or if the submission is considered incomplete requiring the submission to be returned.
- Provide technical assistance related to the submission of the NOI or coordinate with the Assistant Director of Licensing and/or regional licensing inspectors to provide technical assistance on program regulations.
- Coordinate the initial review of any complete submission by suitability committee members, regional licensing inspectors or regional support staff, and/or any content area experts. Ensure all reviewers have been provided with the evaluation sheet and any other relevant materials.
- Oversee timelines and workflow of suitability applications including updating tracker status and ensuring all relevant documentation is available in the system of record (TEAMS).
- Coordinate any follow-up with the applicant should additional information be needed.
- Coordinate review of program financial information with BSAS fiscal staff.
- Collect and process CORI requests for proposed program ownership and leadership noted in the NOI submission. Elevate any CORI findings to QAAL Leadership.
- Prepare weekly suitability meetings by developing submission summaries based on feedback from all relevant parties, including recommendations to be shared with the suitability committee. Present NOI submission summaries and recommendations for completed applications in the Suitability Committee meeting, document any findings from the committee meeting and update the tracking log.
- Draft decision letters to review with senior-level QAAL Staff and send out decision letters through email notification of decision with instructions for setting up access to eLicensing (if approved) and refer approved applicant to coordinate with regional staff.
- Provide support to applicants and licensees by information related to accessing departmental regulation, guidance, and best practice documents, providing forms, eLicensing tutorials/user manuals, etc. to ensure applicants can navigate the licensing applications system
- Provide technical assistance to applicants and licensees regarding how to access the e-licensing application, governing statutes, regulations, and departmental policies.
- Coordinate review of Transfer of Ownership submissions and review during suitability meetings.
- Coordinate review of waiver submissions, coordinate waiver meetings, and any necessary follow-up.
- Support the Public Record Request (PRR) or other information requests process and assist with the preparation of responses to all inquiries regarding BSAS licensed programs or counselors.
- Communicate treatment program changes to the BSAS Helpline.
- Collaborate on special projects or workgroups relative to licensing activities and projects such as program system of record, regulations, etc.
- Support the continued upgrading and maintenance of the system of record including coordination of development, training, and roll-out of any new functionality within the system.
Qualifications:
- Able to coordinate efforts with others in accomplishing assigned work objectives.
- Capacity to use critical thinking to problem solve, work independently, and know when to seek supervision and support.
- Ability to communicate in a culturally and linguistically appropriate manner.
- Knowledge of methods of general report writing, including technical and legal terms.
- Ability to understand, explain and apply laws, rules regulations, policies, procedures, etc. governing assigned unit duties.
- Capable to understand and determine the applicability of data, draw conclusions, and make appropriate recommendations.
- Able to gather information by examining records and documents and by questioning individuals.
- Capacity to assemble items of information in accordance with established procedures.
- Room to maintain appropriate records.
- Means to prepare and use charts graphs and tables, especially through the use of excel.
- Ability to prepare general reports and memos.
- Capability to write concisely to express thoughts clearly and to develop ideas in a logical sequence.
- Able to follow written instruction.
- Means to give written and oral instruction in a precise, understandable manner.
- Skilled to communicate effectively in oral expression.
- Capable to establish rapport and deal tactfully with others, especially in a cultural and linguistically appropriate manner.
- Capacity to establish and maintain harmonious working relationships with others.
- Able to adjust to changing situations to meet emergency or changing program requirements.
- Ability to exercise discretion in handling confidential information.
- Experience with different computer applications in specifically Microsoft Office including Word, Excel, TEAMS, and Outlook.
Contract Period of Service: 4/1/25 - 4/1/26
Additional Contract Information:
- Benefits are unavailable except sick leave accruals.
- Contracts are renewable and subject to the Department's approval, performance, and allocation of funds.
- All employees will be paid on a biweekly basis and must have direct deposit.
About the Bureau of Substance Addiction Services:
The Mission of the Bureau of Substance Addiction Services (BSAS) is to foster healthy life choices through culturally responsive services that prevent, treat, and promote recovery from substance-related disorders.
Our Guiding Principles include:
- Addiction is a chronic disease that can be successfully prevented and treated.
- Eliminating the stigma associated with addiction is essential to our work.
- Substance use disorders affect individuals, families, and communities across the Commonwealth.
No single treatment is appropriate for everyone, and medications are an important element of treatment for many individuals. People affected by substance addiction should be treated with dignity and respect.
The Bureau of Substance Addiction Services acknowledges the history of structural racism in the United States and its impact on health outcomes. The Bureau is committed to improving the quality of life for all Commonwealth residents, focusing on traditionally underserved and underrepresented populations.
About the Department of Public Health:
The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.
We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.
DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.
More information can be found at: MA Department of Public Health
Pre-Hire 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 regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. # 4
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
Minimum Entrance Requirements: None.
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.
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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.