Administrative Secretary to the Facilities Director - State of Massachusetts : Job Details

Western Massachusetts Hospital, part of the Massachusetts Department of Public Health (DPH), is seeking a dynamic Administrative Secretary to the Facilities Director to play an essential role in maintaining the seamless operations of our Facilities Department. This position supports the Director of Facilities while also providing vital clerical assistance to the executive offices, including the CEO, CCO, CNO, and CMO. As a key contributor to organizational efficiency, you will manage various administrative tasks, from creating polished documents to coordinating critical processes such as RFPs and equipment management. You will also ensure compliance with regulatory standards and maintain accurate records for Joint Commission and departmental projects.

This is an opportunity to excel in a fast-paced environment that values precision, organization, and collaboration. You will engage with diverse teams, manage schedules and reporting, and contribute to onboarding and recruitment processes in partnership with Human Resources. This role is ideal for individuals who thrive in structured, multitasking settings and are committed to supporting essential healthcare operations.

Please note: Monday through Friday, 8 am to 4 pm.

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

* Provide administrative support to the Director of Facilities, including preparing and proofreading documents, reports, and correspondence for accuracy and adherence to agency standards.

* Assist with Requests for Purchase (RFP) processes, including research, creation, authorization tracking, and backup support for communications.

* Generate and analyze reports from the Capital Asset Management Information System (CAMIS) to support facility operations and decision-making.

* Manage equipment reporting, tracking, and documentation in collaboration with the Director of Facilities and Maintenance Supervisor.

* Support the preparation and submission of bid documentation in alignment with Division of Capital Asset Management and Maintenance (DCAMM) specifications, procedures, and programs.

* Maintain organized project files, compliance binders, and tracking systems for RFPs and job scheduling requirements.

* Coordinate recruitment and onboarding processes for Facilities Department positions, including scheduling interviews, preparing materials, and liaising with Human Resources and the Diversity Officer.

* Oversee internal spreadsheets related to departmental purchasing and ensure accurate record-keeping of financial data.

* Monitor and update the Utility Failure Log by processing submitted utility failure forms.

* Schedule and organize meetings, including reserving facilities, notifying participants, and recording accurate meeting minutes for future reference.

Required Qualifications:

* Knowledge of clerical office practices, including record-keeping, correspondence control, and the use of office equipment and supplies.

* Proficiency in standard office filing systems and their applications.

* Accuracy in working with names, numbers, codes, and symbols, ensuring meticulous record-keeping.

* Effective communication skills to convey information clearly and professionally, including excellent grammar, punctuation, and spelling in professional communication.

* Demonstrated ability to establish and maintain effective and harmonious working relationships.

* Proven discretion and judgment in managing confidential information, and ability to follow detailed verbal and written instructions with precision.

* Strong interpersonal skills, including ability to handle interactions tactfully and professionally.

* Strong understanding of and ability to apply laws, rules, policies, and procedures relevant to departmental activities.

DPH Mission Statement:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high-quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth. We envision a Commonwealth in which all people enjoy optimal health. According to comparative analyses, Massachusetts ranks among the healthiest of states, but we still face numerous challenges, including chronic and infectious diseases, substance abuse, violence, preventable hospitalizations, and health disparities.

More information can be found at: www.mass.gov/DPH

About Western MA Hospital:

The Western Massachusetts Hospital is the only public hospital operating in the western region of Massachusetts with a mission to serve as a medical safety net for many uninsured and under-insured residents in the region. Western Massachusetts Hospital provides both acute and chronic hospital care to patients with a variety of chronic diseases and complicated medical conditions, such as:

* Cardiac and pulmonary disease

* Chronic neurological disorders

* Complications of strokes

* Dementia with major behavioral issues

* End stage terminal illnesses of various diagnoses

Consider joining our dynamic team of health care professionals in a work environment that provides high staff to patient ratio and delivers high quality care to all patients on all units. Enjoy the opportunity to provide quality services in a long-term care setting where familiar faces are the norm rather than the exception.

Learn more:

About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth. We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

Learn more about nursing opportunities at DPH

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

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.

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, please contact Human Resources at 1-800-###-#### Option 4.

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

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have a high school degree or equivalent and (A) at least five (5) years of full-time, or equivalent part-time, experience in clerical or secretarial work or (B) any equivalent combination of the required experience and substitutions below.

Substitution:

I. An Associate's degree may be substituted for two (2) 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.