Facilities Office Support Specialist

Tewksbury Hospital under the Department of Public Health (DPH) is currently hiring for the position of Facilities Office Support Specialist – Facilities Department. Tewksbury Hospital is a 370 bed Joint Commission accredited hospital. The hospital provides comprehensive treatment, care, and comfort to adults with medical and/or mental illnesses.

The Facilities Office Support Specialist assists the Director of Facilities and Facilities Coordinator in all functions providing support and assistance to the facility and directly to the departments encompassed under the Facilities Department. Ensures office activities are operational and in compliance with standards and guidelines. Performs other job-related duties assigned by supervisor.

Please Note: This position is 37.5 hours per week, working first shift (7:30am– 3:30pm). The days off are Saturday and Sunday.

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

• Assist Facilities Coordinator/Director of Facilities in all daily operations.
•  Type and maintain department procedures, policies and other documentation to ensure effective operations and compliance with The Joint Commission Standards, applicable Massachusetts General Laws and other regulatory and accreditation agencies
•  Assist with the monitoring and data collection processes for various compliance issues and regulatory conformances for the Facilities Department.
•  Assist the Facilities department with Mass Careers hiring process/onboarding, which includes setting up interviews, references check, inputting all required forms into Mass Careers and other related items as necessary as directed by supervisor or Director.
•  Assist in ensuring that contractors/vendors comply with Tewksbury Hospital policies and procedures.
•  Assist and compile on a routine basis capital encumbrances and projects for the review by the Facilities coordinator and Director of Facilities Management.
•  Compile all necessary documents/components for specifications required for public bidding.
•  Schedule meetings and document minutes for daily/weekly/monthly meetings and events.
•  Coordinate employee time off requests and department staff