Executive Office Manager

Lemuel Shattuck Hospital, operated by the Department of Public Health (DPH) is seeking a dynamic and self-motivated professional to provide office operations, executive-level support, and project management to the Chief Executive Officer (CEO). The incumbent selected for this position will engage with hospital senior staff as well as HR managers and other personnel to ensure the CEO has the information needed to perform their duties. The Office Manager provides strategic coordination including monitoring and evaluation of programs that support the vision and projects of the CEO and coordinates/communicates closely with members of senior leadership and their support staff regarding the development and monitoring of projects, information, and initiatives.

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

• Oversees and supports the daily operations and project management duties to ensure the hospital administration department is functioning smoothly.
• Provides support to the CEO and manages a variety of meetings, presentations, and interviews with internal/external stakeholders.
• Manages the CEO's schedule including meetings with the Public Health Hospitals' Bureau Director, LSH Staff, and community stakeholders.
• Prepares materials for meetings and handles highly confidential information including policy briefings, incident reports, budget recommendations and HR issues.
• Responds to requests from the Executive Office of Health and Human Services (EOHHS), DPH, MassHealth, outside constituents etc.
• Researches confidential matters for the CEO and assists with preparations for all executive committee meetings, labor meetings and other meetings as assigned.
• Manages the tracking of a wide range of internal/external confidential matters and a variety of department-wide issues to ensure progress.
• Assists in the implementation of all new hospital positions, collaborates with CEO, HR, and Labor Relations to draft job duties, position descriptions and may serve as the Hiring Assistant on positions in the Office of the CEO.
• Oversees the coordination of the scheduling of interviews, disposition of candidates and onboarding of selected employees by working closely with HR.
• Ensures proper maintenance and usage of all equipment and supplies.
• Supervises staff who provide administrative support to the office.

Preferred Qualifications:

• Two to five (2-5) years of relevant experience required in working in an executive assistant capacity supporting C-Level executives.
• Knowledge of office administration responsibilities, systems, and hands-on experience with office and technology equipment.
• Demonstrated ability to research information, analyze data and develop corresponding recommendations and plans of action.
• Prior experience in hospital administration and working within a unionized environment.
• Capacity to work independently, with attention to detail, and prioritize tasks appropriately.
• Reliable, with high energy and enthusiasm, a positive demeanor.
• Talent for assisting and working with people of diverse backgrounds.
• Demonstrated strong customer service through a positive attitude of approachability, adaptability, problem solving and desire to support staff.
• Skilled in the ability to supervise, including assigning and reviewing work, monitoring progress, evaluating performance, and instituting progressive discipline.
• Collaborative with a wide variety of staff demonstrating personal initiative as well as the ability to work well in a team setting.
• Creative and strategic with an ability to suggest improvements.
• Proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Teams and Outlook.

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

2024 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

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) four (4) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management or (B) any equivalent combination of the required experience and substitutions below.

Substitutions:

I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience.

II. An Associate's degree in a related field may be substituted for one (1) year of the required experience.

III. A Bachelor's degree in a related field may be substituted for two (2) years of the required experience.

IV. A Graduate degree in a related field may be substituted for three (3) years of the required experience.

V. A Doctorate degree in a related field may be substituted for the required experience.

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.