Facilities Office Support Specialist I

The Lemuel Shattuck Hospital (LSH) is seeking a dynamic and motivated Office Support Specialist to provide vital support to the Director of Facilities and the facilities team. The types of support include preparing documents, scheduling meetings, generating reports, responding to inquiries, and maintaining files. Become an integral part of the ongoing operations that maintain our environment of care and foster great relations with our hospital community.

Schedule: Monday-Friday 8AM-4PM with Saturday and Sunday Off

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

• Assisting with equipment management, including medical equipment reporting, tracking, and documentation.

• Preparing, proofreading, and editing forms, documents, correspondence, reports, and meeting minutes with accuracy and agency compliance.

• Supporting Request for Purchase (RFP) processes through research, creation, tracking approvals, and backup communications.

• Generating CAMIS reports and assisting with DCAMM bid documentation and procedures.

• Maintaining project files, compliance binders, RFP tracking, internal purchasing spreadsheets, and the Utility Failure Log.

• Coordinating and scheduling meetings, reserving facilities, and preparing detailed meeting minutes.

• Operating Microsoft Office programs for records, databases, and communications.

• Performing additional administrative duties as required, including handling correspondence and operating office equipment.

Required Qualifications:

• Strong communication skills with the ability to write concisely and logically.

• Proficient in grammar, punctuation, and spelling.

• Skilled in multitasking, prioritizing tasks, and preparing accurate documents and reports.

• Experience in making recommendations and assisting diverse customers.

• Familiarity with software applications, including desktop publishing, project management, spreadsheets, and database tools.

 Preferred Qualifications:

• Knowledge of standard office filing systems and their application.

• Familiarity with basic computer programs.

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 about Shattuck Hospital: https://www.mass.gov/locations/lemuel-shattuck-hospital