The Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a highly organized and proactive Executive Assistant (Program Coordinator II) to provide administrative coordination and support to the Chief Quality Officer (CQO) and the administrative team. Serving as a key liaison among senior leaders, department heads, physicians, managers, and staff, this role facilitates effective communication, coordinates assignments and projects, tracks action items, and supports the hospital's quality, safety, and operational goals. The Executive Assistant works closely with Senior Leadership and their teams to relay information, manage priorities, and ensure alignment with overall hospital objectives. Please note: 8-4pm Monday - Friday with weekends off Duties and Responsibilities (these duties are a general summary and not all inclusive): Provide administrative coordination and support to the CQO, Quality Department, and administrative team, including room scheduling, meeting preparation, and setup. Organize and oversee the CQO's daily, short-term, and long-term schedules and activities. Independently complete CQO-assigned projects by meeting with staff, conducting research (including evidence-based practice), and producing presentation-ready deliverables. Interface with hospital staff, central office personnel, and the public to address questions, coordinate activities, and resolve operational matters. Provide complex administrative and programmatic support through the review, analysis, development, preparation, and routing of confidential correspondence, forms, reports, manuals, and spreadsheets using Commonwealth systems. Serve as a liaison between managers and department heads to communicate and coordinate assignments, projects, and follow-ups through completion. Act as a liaison to third-party organizations and local, state, and federal agencies to exchange information, resolve issues, and coordinate activities related to regulatory readiness and quality improvement, demonstrating discretion and strong interpersonal skills. Draft correspondence for the CQO's signature and refer appropriate issues to executive leadership. Attend committee and subcommittee meetings, summarize and distribute minutes, and follow up on outstanding agenda items. Participate in daily meetings with the CQO to review schedules, discuss issues, coordinate projects, and track follow-ups. Investigate and report on assigned issues by gathering information, checking progress, and expediting activities or project implementation. Coordinate scheduling and prepare agendas and materials for CQO-related meetings, including monthly General Management and Department Head meetings with senior executives; ensure room setup and provide administrative support. Serve as Hiring Manager Assistant (HMA) for the CQO by coordinating onboarding and offboarding, including system access, device orders, and supply needs using Mass.gov systems. Schedule meetings and events for conference and shared spaces, ensuring readiness and proper close-out. Prepare final deliverables such as reports, Word documents, Excel spreadsheets, PowerPoint presentations, and related hard-copy materials. Required Qualifications: Understand principles and practices of planning, forecasting, and organizational development. Apply work-specification and work-simplification methods effectively. Use appropriate methods to prepare charts, graphs, and tables. Demonstrate proficiency in modern standards of general report writing. Interpret and explain laws, regulations, policies, and procedures governing assigned unit activities. Evaluate data to determine relevance, draw conclusions, and make sound recommendations. Gather information through document review, record examination, and interviews. Compile information accurately and in accordance with established procedures. Determine proper formats and procedures for assembling information and documentation. Maintain accurate, organized, and up-to-date records. Produce charts, graphs, tables, and reports that meet current professional standards. Write clearly and concisely, expressing ideas logically and effectively. Follow written and verbal instructions with accuracy and attention to detail. Deliver clear written and oral instructions in a precise, understandable manner. Communicate effectively in verbal interactions across all levels of the organization. Build rapport with others and support professional growth and development. Foster harmonious working relationships and collaborate effectively with colleagues. Interact with others tactfully and professionally. Adapt to changing situations, emergencies, and evolving program requirements. Exercise sound judgment in decision-making. Handle confidential information with discretion and professionalism. Preferred Qualifications: Interpret laws, rules, and regulations governing the state personnel system. Navigate state budgetary and staffing procedures related to positions, salaries, and personnel services. Apply laws, regulations, policies, procedures, specifications, standards, and guidelines relevant to assigned unit activities. Follow state procedures for purchasing and requisitioning supplies and equipment. Understand state accounting and budgetary processes, including terminology and documentation requirements. 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:/ https://www.mass.gov/locations/lemuel-shattuck-hospital /Relocation information/: https://www.mass.gov/service-details/dph-renovation-for-shattuck-hospital-replacement-building 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's website. ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests For questions regarding this requisition, please contact the Executive Office of Health and Human Services, Human Resources at 1-800- 510-4122 Ext. #4 First consideration will be given to those applicants that apply within the first 14 days. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below. Substitutions: I. A Bachelor's 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. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience. III. A Bachelor'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. 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: *Executive Assistant to the CQO Location: Massachusetts-Boston-170 Morton Street Requisition ID: 260003XZ
