Office Support Specialist II

Office Support Specialist II (260003NY)

The Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a skilled and motivated professional to support the administrative functions of our Nursing Department. The Office Support Specialist serves as a key resource for nursing leadership—managing communications, coordinating administrative activities, and ensuring smooth day‑to‑day operations within Nursing Administration. This role plays an essential part in facilitating departmental workflows and supporting the operational needs of our nursing services team.

• Provides administrative support to the Senior Nurse Manager of Critical Care and Operative Services and Nursing Administration, including preparing correspondence, gathering data for reports, coordinating meetings, taking minutes, and overseeing confidential communication.
• Oversees scheduling and staffing processes by producing and distributing unit schedules, creating daily staffing sheets, maintaining attendance calendars, and assisting with payroll submission and review for contract and departmental staff.
• Coordinates activities related to contract staff by serving as a liaison with staffing agencies, assisting with hiring, monitoring personnel activities, and tracking agency appropriation accounts for staffing, overtime, and related expenditures.
• Supports departmental reporting and data management by completing data entry tasks, maintaining nursing files and logs, compiling data, and preparing and analyzing reports on unit activities.
• Facilitates meetings and committee work by attending as a participant or minute taker for groups such as the Ethics Committee and DOC Task Force and preparing computerized minutes for committees including Falls, Pain Management, and MICU.
• Assists with recruitment and onboarding by coordinating interviews through Mass Careers, providing candidate information to hiring managers, collecting interview materials, and communicating updates to candidates during the pre‑offer and onboarding process.
• Maintains effective departmental operations by responding to inquiries, ensuring consistent information sharing, monitoring unit activities for compliance and efficiency, and updating monthly nursing vacancy reports.

• Communicates effectively, writes concisely, and expresses ideas clearly using proper grammar, punctuation, and spelling.
• Multitasks, prioritizes responsibilities, organizes work efficiently, and prepares accurate documents and reports.
• Assists customers and staff from diverse backgrounds while following established guidelines, procedures, and standards.
• Uses software applications such as desktop publishing, project management tools, spreadsheets, and database management programs.
• Works independently and collaboratively as part of a team.
• Makes recommendations based on analysis and understanding of unit needs.

• Familiarity with the laws, regulations, policies, procedures, standards, and guidelines that govern assigned unit activities.
• Experience working with the types and uses of agency databases, documents, forms, and files.
• Knowledge of applicable state laws, procedures, and guidelines relevant to departmental operations.

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. Successful candidates will be required to acknowledge and attest to their vaccination status for both COVID‑19 and Influenza.

We are an Equal Opportunity 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.

Job Title:

Office Support Specialist II (260003NY)
Agency:
Department of Public Health
Salary: USD 62,782.98 – 89,679.72 yearly

Schedule:

Full‑time, Day shift
Number of Openings: 1

For questions regarding this requisition, please contact the Executive Office of Health and Human Services, Human Resources at 1‑800‑510‑4122 Ext. #4.