Job Description

　　The Lemuel Shattuck Hospital (LSH) operated by the Massachusetts Department of Public Health (DPH) is seeking an experienced individual to assist our nursing leaders in supporting the administration of our nursing department. Under the direction of the Chief Nursing Officer, the Office Support Specialist directs communication and provides administrative support to the Chief Nursing Officer and Nursing Administration Staff in connection with assigned unit activities. The incumbent would help facilitate the operations and needs in our nursing services department.

　　Hours: Monday-Friday 8:30-4:30PM, Weekends Off

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

　　Provides support to the Chief Nursing Officer and Nursing Administration Staff.Assists in generating correspondence and collecting data for report writing.Maintains and updates computerized Policy/Procedures Manuals. Distributes new/revised policies and procedure to appropriate parties. (Hospital-Wide as well as Nursing). Maintains/monitors/updates computerized Form 30s/EPRS for each employee of the Nursing Department.Provides unit schedules to managers on a timely basis. Computerization and distribution of complete schedule.Creates daily staffing sheets based off unit-based schedules.Assists in submitting weekly payroll of contract staff.Maintains attendance calendars and monitors time and general related personnel activities of contract staff.Functions as a liaison and resource person between agencies and contract employees. Assures continuity of information sharing.May assist in contract employee hiring.Maintain/monitors agency appropriation accounts as it relates to staffing and overtime and monies spent.Provides administrative support to Director of Inpatient Services.Provides administrative support to Nursing Education Department.Provides administrative support to Director of Critical Care and Operative Services.Oversees and coordinates the activities of subordinates in connection with the preparation and maintenance of reports, records, and documents.Inputs into computer quarterly PI reports for timely distribution to appropriate parties.Oversees general office systems/procedures and trains staff accordingly.Utilization of computer programs, i.e. Microsoft Words, Excel, Access etc. for various departmental forms, reports and activities.Attendance at meetings as minute taker/participant. Meetings include, Ethics Committee, DOC task Force etc.Computerization of minutes for various committees, i.e. Fall Committee, Pain Management Committee, MICU committee, etc.Acts as liaison between nursing staff and director to exchange information and relay confidential matters.May assist with review of payroll in Self Service Time and Attendance for Nursing Department.Responds to inquiries to provide information concerning assigned unit activities.Performs related duties such as compiling data for use in reporting assigned unit activities. Confers with agency staff to exchange information, to coordinate efforts and to obtain information concerning agency programs and activities.Update monthly nursing vacancy reports re: staffing for submission to EVPPCS and CEO.Demonstrates skills appropriate to the age of patients served.Demonstrates sensitivity and respect for patients' cultural and religious preferences/needs.

　　Required Qualifications:

　　Ability to communicate effectively.Write concisely to express thoughts clearly and to develop ideas in logical sequence.Use proper grammar, punctuation, and spelling.Make recommendations.Multitask and prioritize.Prepare documents and report accurately.Assist customers of diverse backgrounds.Follow guidelines and procedures.Knowledge of software applications such as desktop publishing, project management, spreadsheets and database management.Ability to work independently and in teams. Organizational skills,Ability to supervise and train.

　　Preferred Qualifications:

　　Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.Knowledge of the types and uses of agency database, documents, forms and files.Knowledge of state laws, procedures and guidelines.

　　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: what it's like to work as a DPH nurse

　　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. #2

　　Qualifications

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

　　Applicants must have at least (A) three 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 a maximum of two years of 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!

　　COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.

　　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.