Communications Program Coordinator (IT)

Zones is a Global Solution Provider of end-to-end IT solutions with an unmatched supply chain. Positioned to be the IT partner you need, Zones, a Minority Business Enterprise (MBE) in business for over 35 years, specializes in Digital Workplace, Cloud & Data Center, Networking, Security, and Managed/Professional/Staffing services. Operating in more than 120 countries, leveraging a robust portfolio, and utilizing the highest certification levels from key partners, including Microsoft, Apple, Cisco, Lenovo, Adobe, and more, Zones has mastered the science of building digital infrastructures that change the way business does business ensuring whatever they need, they can Consider IT Done.

Term: 12 months – high probability to extend long-term.

Location: Hybrid 20% onsite, 80% remote – Boston

Hours: Full-time Mon-Friday 37.5 hrs per week

Weekly & Hourly pay commensurate with experience + health benefits, PTO, 401k and much more!

**Candidates must be able to show proof of covid vaccination during onboarding and clear an extensive background check with the State of Massachusetts.

**Candidates must be able to provide 2 business writing samples and 3 professional references.

Overview

The Commonwealth of Massachusetts is undertaking a multi-year project known as the Business Enterprise Systems Transformation (BEST) Program to implement a comprehensive Enterprise Resource Planning (ERP) software solution that will support a wide range of business functions used by all state agencies. The initial scope of the project is to implement functionality that supports Financial Management of the Commonwealth by replacing its core financial and accounting system, currently known as MMARS, which is used by 150+ state agencies. It is envisioned that the new solution will also include additional modules that support a full software suite capable of addressing government business needs including Human Capital Management, Payroll and other capabilities that will provide the Commonwealth with the capacity to migrate other applications to a single solution platform over time should it elect to do so.

Position Summary

The BEST Program Communications Coordinator is responsible for working with the BEST Communications Lead to assist with developing a communications strategy, plan, and materials to inform agency leadership and their staff that will be users of the new ERP solution about the vision, timelines, tasks, and status of milestone events. The Communications Coordinator will maintain contact lists and will assist the Communication Lead in execution of the strategy and plan, including website content generation and maintenance, newsletters, periodic emails, flyers, posters, or other tools that will be disseminated to interested parties. The Communications Coordinator will assist in creating tools to gain feedback from these parties. Communications strategies related to specific program milestones such as identified changes to existing business processes, change management activities, training events, and go live planning and preparation will also be developed by the Communications Coordinator in conjunction with the

Communications Lead and other program staff. Timeliness in accomplishing these tasks will be important. Communications is critical for the program as it is anticipated that there will be significant business process change with the new ERP solution.

The Communications Coordinator will assist the Communications Lead to develop approaches and materials that will engage agency leadership and the user community in the vision of the BEST Program to help them understand:

• The business and technical rationale for the replacement of major enterprise applications

• The “what’s in it for me” selling points for the new solution

• The importance of their role in supporting the initiative.

Communication will foster excitement for the new solution and willingness on the part of agency leaders and staff to adapt to new business processes and to welcome the new solution. The Communications Coordinator will participate in planning and materials preparation for meetings involving secretariats and departments and will participate in these meetings as needed.

The Communications Coordinator will work with the Communications Lead other BEST Program leadership, and vendors to collect data pre and post program implementation on return of investment (ROI) metrics to assess the program’s success in achieving its stated goals and benefits – both financial and non-financial. The Communications Coordinator will also take part in the analysis of program and other industry data points to provide one or more summary reports on ROI achieved by the program. Monthly summaries of activities and accomplishments will also be a responsibility of the Communications Coordinator.

Specific Duties

• Ensure that communications to stakeholders and the user community support the overall program vision, the need for business process change, best practices, program timelines, training plans, change management tasks and preparedness for go live for each program phase.

• Create engaging and informative content for various communication platforms employed by the BEST Program including written and web-based media.

• Apply communication principles, processes, methodologies, and tools effectively to ensure positive outcomes for the program, stakeholders, agency leaders, and employees.

• Gain an understanding of the program’s vision, timeline, goals, stakeholders, and user community.

• Contribute to weekly reports on communications activities and tasks.

• Contribute to the management and coordination of communication activities.

• Participate in tracking issues, reporting risks, and following up on open items related to communications.

• Work with the Solution Change Management Lead, Communications Lead, SI, and product vendors on the development of a strategy and plan for collecting ROI data, surveys, or other analytics to measure ROI and prepare one or more reports summarizing pre and post program ROI findings.

• Support various program activities as requested; responsibilities vary according to the needs of the program and may include tasks and activities that are not included on this list. Flexibility is key.

Required Skills

• Comprehensive understanding of communication or change management principles and processes with the ability to select or apply effective and appropriate methodologies and tools.

• Experience in leading communication campaigns in large scale organizations or programs of similar size and complexity to BEST.

• Well-developed communication (both oral and written) and interpersonal skills. Candidates will be asked to provide samples of written and published materials if chosen for an interview.

• Excellent writing skills with the ability to take complex information and make it accessible and understandable to a wide audience.

• Highly organized with strong analytical, problem solving and root cause identification skills.

• Strong presentation skills capable of clearly articulating a message to various audiences.

• Active listener with the ability to influence others toward a common vision or goal.

• Strong team player and skilled collaborator capable of working effectively with and through others.

• Strategic thinker, with ability to quickly assess and summarize information and effectively identify issues or risks and potential resolutions.

• Demonstrated experience in using computer-based tools including Word, Excel, Power Point, Outlook, and desktop publishing tools.

• Demonstrated experience creating content for, and maintaining, a public-facing website with various target audiences. Preferred Qualifications

• Strong business acumen and understanding of organizational issues and challenges in implementing new business processes or technologies particularly in the areas of public sector IT solutions.

• Experience with SharePoint, VISIO, Mailchimp, and Wix or WordPress Website Editor tools.

• Demonstrated experience with media relations, multimedia production, SEO/SEM, and/or other communication skill sets.

Minimum Entrance Requirements

• A Bachelor’s degree in Communication, Organizational Development, Change Management, or related field.

• 2-3 years of experience in one or more of these fields, particularly in managing communications initiatives across large organizations with a diverse and geographically distributed workforce is required.

Zones offers a comprehensive Benefits package. While we’re committed to providing top-tier solutions, we’re just as committed to supporting our own team. Our employees enjoy a variety of comprehensive benefits, including medical/dental/vision coverage, life insurance, a 401(k) plan with matching provision, paid time off, and much more. And as a Minority Business Enterprise, a Corporate Plus member of the Northwest Minority Supplier Development Council, and an Equal Employment Opportunity Employer, our community is just as diverse.At Zones, work is more than a job –with exciting career with a global team who are client centric, have a passion for tech, who embrace change and lifelong learning in a colab culture. If you’re interested in working on the cutting edge of IT innovation, sales, engineering, operations, administration, and more, Zones is the place for you!

Zones, LLC