Administrative Support Specialist

Job Title:

Administrative Support Specialist

Employment Type:

3+ Month Contract-to-Hire

Schedule:

9:00 AM – 5:00 PM, Mon-Fri (8 hours/day; includes a 30-minute unpaid lunch break) Job Summary

We are seeking an Administrative Support Specialist to ensure the seamless daily operation of our Jamaica Plain facility. They will provide comprehensive administrative, clerical, and communication support to the Senior Supervisor, Site Director, and broader department staff. They will manage a variety of tasks ranging from detailed meeting coordination and public law compliance to data management and internal department liaison duties.

• Provide high-level administrative assistance to the Senior Supervisor, Director, and general facility staff to optimize overall operational efficiency.
• Screen, record, and redirect incoming administrative phone calls, and efficiently process all incoming/outgoing physical mail, faxes, and internal correspondence.
• Schedule and coordinate complex group meetings, reserve conference rooms, and distribute timely date, time, and location notifications to all designated parties.
• Record precise meeting minutes in approved formats, distribute finalized documents to stakeholders, and maintain the site's permanent archival records.
• Review, set, and publish meeting agendas and schedules in strict accordance with state Open Meeting Law requirements.
• Screen incoming data requests on behalf of the Director, assigning tasks to appropriate staff members to develop comprehensive responses within prescribed timelines.
• Act as a central, professional liaison between the Senior Supervisor, internal administrative teams, and various hospital department staff.
• Monitor daily operations to ensure timeliness, identify and address efficiency areas of concern, and coordinate administrative desk coverage.
• Gather, analyze, and compile general administrative data to prepare accurate reports, utilizing charts, graphs, and tables for executive review.
• Track staffing changes and perform periodic updates to the agency's official organizational structures and charts.
• Gather necessary operational information through targeted individual questioning and by thoroughly examining internal records and documents.
• Monitor and ensure that all internal procedures, secretarial practices, and established company guidelines are strictly adhered to.

• 2 to 4 years of dedicated administrative support, secretarial, or office management experience.
• Advanced operational proficiency across the entire Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Basic familiarity with or willingness to learn local regulatory mandates, such as the Open Meeting Law.
• Proven capability to gather information from diverse records and translate data into clean charts, graphs, and structured tables.
• Strong verbal questioning skills and a track record of clear, accurate written reporting.
• Ability to monitor workflow delays and independently delegate informational tasks to meet hard supervisor deadlines.
• High attention to detail when recording legal minutes and archiving facility correspondence.
• Comfort interacting with diverse personnel levels, from hospital clinicians to executive directors.

• Business Casual Dress code.
• Free on-campus parking available for all contract staff.
• Free campus shuttle service running continuously to and from the Forest Hills MBTA Station.

Equal Opportunity Employer, including disabled and veterans.