Administrative Secretary to the Facilities Director

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 ski