Tewksbury Hospital, part of the Massachusetts Department of Public Health (DPH), is seeking a dynamicFacilities Office Support Specialist. This role is an essential part of keeping a complex healthcare facility running smoothly and in full regulatory compliance. Working closely with the Director of Facilities and Facilities Coordinator, this position provides high-impact administrative and operational support across all areas of the Facilities Department. The work blends organization, coordination, and problem-solving, with regular exposure to compliance standards, capital projects, vendor oversight, and hospital-wide operations. It is well suited for someone who enjoys being at the center of activity, supporting leadership, and ensuring that systems, documentation, and processes function seamlessly. Candidates can expect a dynamic environment that values attention to detail, strong communication, and the ability to manage multiple priorities with confidence. This position offers meaningful insight into healthcare facilities management, including regulatory readiness, public bidding processes, asset management systems, and emergency response coordination. The role also provides opportunities to collaborate with diverse departments, contribute to operational planning, and build a strong foundation for career growth within facilities, operations, or healthcare administration. /Duties and Responsibilities (these duties are a general summary and not all inclusive):/ Provide comprehensive administrative and operational support to the Director of Facilities, Facilities Coordinator, and the Division of Facilities for both planned and unplanned hospital operations. Prepare, maintain, and manage departmental policies, procedures, reports, logs, and documentation to ensure compliance with Joint Commission standards, Massachusetts General Laws, and other regulatory requirements. Coordinate compliance monitoring activities, data collection, National Recall Alerts, EPRS submissions, and support regulatory reviews and audits. Support facilities-related hiring and onboarding through the Mass Careers system, including interview coordination, reference checks, and processing required documentation. Coordinate capital projects, encumbrances, public bidding documentation, purchasing records, receiving records, and internal financial tracking spreadsheets. Manage contractor and vendor coordination to ensure adherence to hospital policies, procedures, and operational standards. Schedule and document meetings, prepare agendas and minutes, attend committees as assigned, and maintain departmental calendars, including staff time-off tracking. Oversee Facilities Asset Management Information System (CAMIS), generate reports for preventive maintenance and work orders, and maintain related data systems. Respond to routine and emergency Facilities Management calls, dispatch appropriate personnel, and assist with facility communication systems as required. Operate and support a variety of office technologies, software applications, and administrative systems while providing cross-departmental assistance as directed by Facilities leadership. /Required Qualifications:/ Strong verbal and written communication skills, including the ability to write clearly, concisely, and accurately using proper grammar and structure. Excellent organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain detailed records and documentation. Demonstrated ability to prepare accurate reports and professional documents while following established guidelines, procedures, and compliance standards. Proficiency with office and business software applications, including word processing, spreadsheets, databases, desktop publishing, and project management tools. Ability to analyze information, make sound recommendations, and apply judgment in support of departmental operations. Ability to work effectively both independently and collaboratively, while providing professional service to individuals from diverse backgrounds. /Preferred Qualifications:/ Previous experience providing administrative or operational support within facilities management, healthcare, or a regulated environment. Familiarity with regulatory and accreditation standards, such as The Joint Commission, and experience supporting compliance or audit-related activities. Experience using asset management systems, work order platforms, or human resources and procurement systems in a large or complex organization. /DPH Mission and Vision:/ The mission of the Massachusetts Department of Public Health (DPH) is to promote and protect health and wellness and prevent injury and illness for all people, prioritizing racial equity in health by improving equitable access to quality public health and health care services and partnering with communities most impacted by health inequities and structural racism. We envision a Commonwealth with an equitable and just public health system that supports optimal well-being for all people in Massachusetts, centering those with systemically and culturally oppressed identities and circumstances. Learn more:/__/https://www.mass.gov/locations/tewksbury-hospital\ Pre-Offer 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 website. 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 _ADA Reasonable Accommodation Online Request Form For questions regarding this requisition, please contact Employment and Staffing at 1-800-510-4122, option 4. For questions regarding MassCareers access and navigation please contact MassHR at 617-979-8500 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. 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. Job: Administrative Services Organization: Department of Public Health Title: *Office Support Specialist I Location: Massachusetts-Tewksbury-365 East Street Requisition ID: 260000GI
