Facilities Office Support Specialist

The Lemuel Shattuck Hospital (LSH) is seeking a dynamic and motivated Office Support Specialist to provide vital support to the Director of Facilities and the facilities team. The types of support include preparing documents, scheduling meetings, generating reports, responding to inquiries, and maintaining files. Become an integral part of the ongoing operations that maintain our environment of care and foster great relations with our hospital community.

Schedule: Monday-Friday 8AM-4PM with Saturday and Sunday Off

• Assisting with equipment management, including medical equipment reporting, tracking, and documentation.
• Preparing, proofreading, and editing forms, documents, correspondence, reports, and meeting minutes with accuracy and agency compliance.
• Supporting Request for Purchase (RFP) processes through research, creation, tracking approvals, and backup communications.
• Generating CAMIS reports and assisting with DCAMM bid documentation and procedures.
• Maintaining project files, compliance binders, RFP tracking, internal purchasing spreadsheets, and the Utility Failure Log.
• Coordinating and scheduling meetings, reserving facilities, and preparing detailed meeting minutes.
• Operating Microsoft Office programs for records, databases, and communications.
• Performing additional administrative duties as required, including handling correspondence and operating office equipment.

• Strong communication skills with the ability to write concisely and logically.
• Proficient in grammar, punctuation, and spelling.
• Skilled in multitasking, prioritizing tasks, and preparing accurate documents and reports.
• Experience in making recommendations and assisting diverse customers.
• Familiarity with software applications, including desktop publishing, project management, spreadsheets, and database tools.

• Knowledge of standard office filing systems and their application.
• Familiarity with basic computer programs.

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

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. An Associate'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.

Educational substitutions will only be permitted for a maximum of two years of the required experience.

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!