Office Support Specialist II

Tewksbury Hospital, operated by the Massachusetts Department of Public Health (DPH), is seeking a self-motivated and organized professional to serve as the Assistant to the Assistant Chief Nursing Officer. You will perform an essential role in ensuring the smooth and efficient operations of the Nursing Department. This position requires a high level of expertise in both administrative support and a deep understanding of hospital protocols. Your responsibilities will encompass a wide range of tasks, from managing office activities to serving as a liaison between the ACNO and various departments within the hospital. Your role will be integral in maintaining a positive image of the Nursing Department and Tewksbury Hospital.

Confidentiality is of utmost importance in this position, as you will handle sensitive information in accordance with division and hospital policies. Additionally, you will ensure compliance with all relevant state and federal laws, including the Health Insurance Portability and Accountability Act (HIPAA) regulations. Your role will not only involve administrative duties but also extend to providing on-the-job training and orientation for Nursing employees, emphasizing your pivotal role in the development of the department.

This position works 37.5 hours/week, Monday through Friday, from 7:30am to 3:30pm.

• Coordinate Nursing Office activities, demonstrating strong organizational and judgment skills.
• Serve as a liaison between the Assistant Chief Nursing Officer (ACNO) and agency/Hospital staff, ensuring seamless information exchange and coordinated efforts.
• Screen and manage visitors and phone calls for the ACNO, handling inquiries and directing them appropriately.
• Uphold a positive image of the Nursing Department and Tewksbury Hospital consistently.
• Arrange the ACNO's daily schedule, appointments, and meetings, preparing correspondence and memoranda accurately and promptly.
• Utilize computer-based office programs/applications for updating departmental files, records, reports, manuals, and policies.
• Record, type, distribute, and file minutes for various committees and teams within the Nursing Division.
• Operate office machines and equipment, such as fax, copier, and telephone, with proficiency.
• Oversee procurement and maintenance of office supplies and equipment, ensuring adherence to policies.
• Handle confidential information and materials in accordance with division and hospital policies and procedures, including HIPAA regulations.
• Process paperwork for personnel transactions and schedule changes, collaborating with the Human Resource Department for accuracy.
• Provide guidance and technical advice to other division support staff, demonstrating leadership capabilities.

Required Qualifications:

• Demonstrated proficiency in supervisory principles, practices, and techniques.
• Strong familiarity with the principles and practices of office management.
• Skilled in utilizing various types and applications of standard office filing systems.
• Proficient in operating and optimizing general office equipment.
• Capable of comprehending, articulating, and implementing the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.

Preferred Qualifications:

• Demonstrated experience in providing high-level administrative support in a healthcare or hospital setting, showcasing proficiency in managing complex tasks.
• Excellent verbal and written communication skills, with the ability to convey information effectively and maintain professional interactions with diverse stakeholders.
• Proven track record of effectively managing schedules, appointments, and meetings, demonstrating exceptional organizational and prioritization skills.
• Prior experience in handling sensitive information in compliance with state and federal laws, including HIPAA regulations, ensuring utmost confidentiality.
• Previous experience in providing guidance and technical advice to support staff, displaying leadership qualities and mentoring capabilities.
• Demonstrated ability to exercise sound judgment and make decisions in a dynamic and sometimes unstructured environment.
• Strong interpersonal abilities, enabling effective collaboration with various governmental agencies, private organizations, and hospital staff.
• Proficiency in Microsoft Office Suite, Including Excel, Word, Outlook, PowerPoint, and Teams.

About Tewksbury Hospital:

Tewksbury Hospital operates a 375-bed facility and a campus of over 700 acres of land. Its patient care services are provided under the auspices of the Department of Public Health and Mental Health. The Chief Executive Officer (CEO) is responsible for the administration of a Joint Commission accredited LTAC hospital that provides high quality, comprehensive treatment, care, and comfort to adults with chronic medical and mental illness. A full range of services are provided including 24/7 Nursing, Nurse Practitioners, Medicine as well as psychiatric and psychological services, a 6-chair dialysis suite, clinical laboratory, radiology, respiratory care, nutrition, speech/language, pathology, occupational therapy, physical therapy, therapeutic recreation and arts, and pharmacy. The high-quality clinical environment is strictly governed by regulatory standards that mandate day to day interventions and services.

Learn more: https://www.mass.gov/locations/tewksbury-hospital

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.

For questions about this requisition, please contact 857-275-8640.

Questions or issues regarding access/login credentials to MassCareers, please contact the Mass HR ESC at 617-979-8500.

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

First consideration will be given to those applicants that apply within the first 14 days.

Applicants must have at least (A) three 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 a maximum of two years of 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.

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!