What are the responsibilities and job description for the Facilities Coordinator position at DPH-Shattuck Hospital?

Lemuel Shattuck Hospital (LSH) operated by the MA Department of Public Health (DPH), is seeking a dynamic and self-motivated candidate to coordinate and monitor activities related to the Facilities Department. The selected candidate assists with recommending revisions and coordinating work procedures to ensure the efficient and effective flow of work for the Facilities Department. This role will also supervise administrative support staff and may supervise temporary/seasonal employees.

Hours: Monday-Friday 7:30AM-3:30PM with Weekends Off

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

Collaborate with the Facilities Manager to handle hiring, onboarding, payroll, and time-off tracking for Maintenance staff.
Supervise and provide guidance to Facility Department support staff.
Oversee bid processes, including preparation, advertisement, documentation, and correspondence.
Oversee and train personnel on CAMIS operations for preventative maintenance and project work orders.
Maintain and organize utility databases, compliance materials, and departmental documents.
Prepare correspondence, reports, and other materials while utilizing Microsoft Office software effectively.

Required Qualifications:

Ability to excel in high-volume environments with discretion in handling confidential information.
Strong interpersonal skills and a knack for collaboration across diverse teams.
Independent and team-oriented work style with knowledge of office filing systems.

Preferred Qualifications:

Proficiency in Microsoft Office Suite, including Excel, Word, Teams, and Visio.
Familiarity with Taleo or other Applicant Tracking Systems (ATS).
Exceptional communication skills with the ability to foster collaboration across departments.

About the Lemuel Shattuck Hospital:

Lemuel Shattuck Hospital is a fully Joint Commission accredited teaching facility that provides acute, subacute, and ambulatory care to patients referred by public agencies and private sector providers. Shattuck Hospital’s services help economically and socially disadvantaged patients to get high quality, cost-effective care from a staff that respects their dignity.

Located in the heart of Boston’s Jamaica Plain neighborhood, the Shattuck Hospital includes 248 inpatient beds including 95 Psychiatric beds and 29 Correctional Health beds. In addition, the Shattuck has a full outpatient clinic with many specialties that offers treatment to patients of the Department of Mental Health as well as Department of Correction and House of Correction inmates and community patients. The Shattuck hospital is on the forefront of substance use disorder treatment including a Suboxone clinic serving 200 patients. In addition to direct medical services LSH hosts and supports an array of services located on the campus, serving patients struggling with addictions and homelessness.

Learn more about Shattuck Hospital: https://www.mass.gov/locations/lemuel-shattuck-hospital

Relocation information: https://www.mass.gov/service-details/dph-renovation-for-shattuck-hospital-replacement-building

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, http://www.mass.gov

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 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: Applicants must have at least (A) two 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 or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. 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!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

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.

Official Title: Program Coordinator I

Primary Location: United States-Massachusetts-Boston-170 Morton Street

Job: Administrative Services

Agency: Department of Public Health

Schedule: Full-time

Shift: Day

Job Posting: Apr 7, 2025, 1:17:15 PM

Number of Openings: 1

Salary: 63,031.80 - 90,713.48 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Luciana.M.Hayner@mass.gov / stacy.hart@mass.gov - 8573981891

Bargaining Unit: 06-NAGE - Professional Admin.

Confidential: No

Potentially Eligible for a Hybrid Work Schedule: No

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