Constituent Services Coordinator / Program Coordinator (PED #10114229)

Posting Details

THIS POSTING WILL BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANT LISTS MAY BE SCREENED MORE THAN ONCE.

All positions at the NM Public Education Department are based in Santa Fe.

MISSION: EQUITY, EXCELLENCE AND RELEVANCE - The New Mexico Public Education Department partners with educators, communities, and families to ensure that ALL students are healthy, secure in their identity, and holistically prepared for college, career, and life.

VISION: ROOTED IN OUR STRENGTHS - Students in New Mexico are engaged in a culturally and linguistically responsive educational system that meets the social, emotional, and academic needs of ALL students.

Why does the job exist?

The Constituent Services Coordinator serves as a liaison between the Department, local education agencies, and the general public, ensuring that all communications are handled promptly, accurately, and with professionalism. The position supports transparency, accountability, and trust between the Department and the communities it serves. The position also provides fiscal support to the Office of the Secretary of Public Education and manages the agency¿s waiver process, including receipt, tracking, coordination of reviews, and timely return of waiver determinations to school districts.

How does it get done?

Constituent Response and Communication

Serve as a contact for the public, educators, parents, and stakeholders who contact the Department with questions, concerns, or requests for information.

Respond to inquiries via email, phone, or in writing, ensuring responses are timely, accurate, and professional.

Coordinate responses with program staff, leadership, and the Office of Managing Director as necessary.

Maintain confidentiality and handle sensitive or escalated concerns with discretion and diplomacy.

Issue Resolution and Case Management

Investigate and resolve constituent complaints by gathering facts, analyzing issues, and coordinating responses across divisions.

Track all inquiries and complaints using case management systems or tracking tools to ensure accountability and timely follow-up. Identify trends or recurring issues and provide reports to leadership with recommendations for process improvement or policy clarification.

Waiver Management and Coordination

Manage the Department's waiver process by receiving, logging, and assigning waiver requests submitted by local education agencies (LEAs), charter schools, and other entities.

Coordinate waiver review and approval workflows across relevant divisions and subject matter experts to ensure timely and accurate processing.

Track the status of all waivers through completion, maintaining clear documentation and communication with internal reviewers and external stakeholders.

Return approved or denied waivers to school districts with appropriate documentation and communication of determinations.

Maintain up-to-date records of all waivers and provide data or reports to leadership to inform policy decisions and identify recurring issues or trends.

Ensure waiver procedures comply with state and federal regulations, department policies, and established timelines.

Fiscal and Administrative Support

Provide fiscal support to the Office of the Managing Director and the Office of the Secretary, including preparing purchase requisitions, processing travel and expense reimbursements, and assisting with procurement and contract documentation.

Track and reconcile expenditures for constituent services, outreach activities, and special initiatives.

Coordinate with the Administrative Services Division (ASD) to ensure proper accounting codes, budget allocations, and expenditure reporting.

Monitor budget utilization for the Office of the Managing Director and the Office of the Secretary and provide updates or reports as requested.

Maintain accurate fiscal records and ensure compliance with state financial policies, procurement rules, and internal controls.

Who are the customers?

The job supports the Secretary of Public Education, the Managing Director, and the Department¿s executive leadership team by ensuring effective public communication, coordination of constituent inquiries, and management of waivers and fiscal tasks associated with the Office of the Managing Director and Office of the Secretary. Additionally, the position supports external stakeholders: the general public, parents, educators, school administrators, and local education agencies (LEAs) and internal stakeholders: PED leadership, program managers, and staff throughout the agency.

Ideal Candidate

The job supports the Secretary of Public Education, the Managing Director, and the Department¿s executive leadership team by ensuring effective public communication, coordination of constituent inquiries, and management of waivers and fiscal tasks associated with the Office of the Managing Director and Office of the Secretary. Additionally, the position supports external stakeholders: the general public, parents, educators, school administrators, and local education agencies (LEAs) and internal stakeholders: PED leadership, program managers, and staff throughout the agency.

Minimum Qualification

Associate's Degree and two (2) years of experience program administration or project management in areas related to the purpose of the position. Any combination of education and/or direct experience in this occupation totaling four (4) years may substitute for the required education and experience.

Employment Requirements

Must possess and maintain a valid New Mexico's Driver's License.

Working Conditions

Work is usually performed in an office setting, with extensive exposure to Visual/Video Display Terminal (VDT), personal computer, tablet, printer, calculator, cellphone, copy machine, scanner, keyboard, and telephone usage. Occasional travel, working extra hours, working on weekends and holidays.

Supplemental Information

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Agency Contact Information: Seana Flanagan, , or Email

For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.

Bargaining Unit Position

This position is not covered by a collective bargaining agreement.