Office Support Specialist II

Commonwealth of Massachusetts • Boston, MA

1d • Onsite

About The Position

The Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a skilled and motivated professional to support the administrative functions of our Nursing Department. The Office Support Specialist serves as a key resource for nursing leadership—managing communications, coordinating administrative activities, and ensuring smooth day‑to‑day operations within Nursing Administration. This role plays an essential part in facilitating departmental workflows and supporting the operational needs of our nursing services team.

Requirements

• Communicates effectively, writes concisely, and expresses ideas clearly using proper grammar, punctuation, and spelling.
• Multitasks, prioritizes responsibilities, organizes work efficiently, and prepares accurate documents and reports.
• Assists customers and staff from diverse backgrounds while following established guidelines, procedures, and standards.
• Uses software applications such as desktop publishing, project management tools, spreadsheets, and database management programs.
• Works independently and collaboratively as part of a team.
• Makes recommendations based on analysis and understanding of unit needs.
• 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:
• 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.
• Educational substitutions will only be permitted for a maximum of two years of the required experience.

Nice To Haves

• Familiarity with the laws, regulations, policies, procedures, standards, and guidelines that govern assigned unit activities.
• Experience working with the types and uses of agency databases, documents, forms, and files.
• Knowledge of applicable state laws, procedures, and guidelines relevant to departmental operations.

Responsibilities

• Provides administrative support to the Senior Nurse Manager of Critical Care and Operative Services and Nursing Administration, including preparing correspondence, gathering data for reports, coordinating meetings, taking minutes, and overseeing confidential communication.
• Oversees scheduling and staffing processes by producing and distributing unit schedules, creating daily staffing sheets, maintaining attendance calendars, and assisting with payroll submission and review for contract and departmental staff.
• Coordinates activities related to contract staff by serving as a liaison with staffing agencies, assisting with hiring, monitoring personnel activities, and tracking agency appropriation accounts for staffing, overtime, and related expenditures.
• Supports departmental reporting and data management by completing data entry tasks, maintaining nursing files and logs, compiling data, and preparing and analyzing reports on unit activities.
• Facilitate meetings and committee work by attending as a participant or minute taker for groups such as the Ethics Committee and DOC Task Force and preparing computerized minutes for committees including Falls, Pain Management, and MICU.
• Assists with recruitment and onboarding by coordinating interviews through MassCareers, providing candidate information to hiring managers, collecting interview materials, and communicating updates to candidates during the pre‑offer and onboarding process.
• Maintains effective departmental operations by responding to inquiries, ensuring consistent information sharing, monitoring unit activities for compliance and efficiency, and updating monthly nursing vacancy reports.

Benefits

• Comprehensive Benefits
• outstanding suite of employee benefits that add to the overall value of your compensation package
• work experience that supports you, your loved ones, and your future

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree