Special Projects Coordinator

Commonwealth of Massachusetts•Boston, MA

About The Position

Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a Special Projects Coordinator to support the Director of Planning & Project Management. The role serves as a liaison among state and private agencies, coordinating stakeholder meetings, facilitating communication, and maintaining project documentation to keep projects on track and stakeholders informed. The coordinator provides administrative and project support for special projects, initiatives, and task forces, including the LSH Site Transition Project. The position leads hospital department relocation workgroups, coordinates activities across state agencies, hospital departments, and vendors, and collaborates on change management for hospital-wide projects. It also maintains project records and communications, tracks milestones and deliverables, prepares reports and presentations, responds to data requests, and coordinates meetings, tours, and other project activities. The position is based at Lemuel Shattuck Hospital, a Joint Commission-accredited teaching facility in Boston's Jamaica Plain neighborhood. The hospital provides acute, subacute, and ambulatory care to patients referred by public agencies and private providers.

Requirements

Understand project management principles, practices, and methodologies.
Demonstrate knowledge of general report writing, documentation, and information presentation.
Lead others and coordinate their efforts to accomplish project goals and objectives.
Exercise sound judgment in assessing situations, identifying priorities, and making appropriate decisions.
Communicate effectively, verbally and in writing, and develop ideas in a logical manner.
Use computer technology and standard software applications to conduct research, manage databases, and prepare written documents and reports.
Organize large volumes of information and prioritize and manage multiple projects and competing deadlines.
Collaborate effectively with diverse groups and establish productive working relationships across departments and organizations.
Interpret and apply applicable unit and agency guidelines, procedures, policies, and standards.
Meet the minimum entrance requirement through either at least two years of full-time or equivalent part-time professional, administrative, or managerial experience in business administration, business management, or public administration involving program management, administration, coordination, planning, or analysis; or an equivalent combination of experience and qualifying substitutions.
A bachelor's or higher degree in business administration, business management, or public administration may substitute for the required experience. A bachelor's or higher degree in another major may substitute for up to one year of the required experience; education toward a degree is prorated based on requirements completed.
Acknowledge and attest to COVID-19 and influenza vaccination status, or required mitigation measures, as applicable under the regulation for this position.

Nice To Haves

Familiarity with applicable regulations, requirements, and standards governing DMH, DPH, DOC, and DCAMM.

Responsibilities

Provide project coordination and administrative support to the Director of Planning & Project Management for special projects, initiatives, and task forces, including the LSH Site Transition Project.
Lead internal hospital department relocation workgroups and coordinate activities among DPH, DMH, DOC, LSH departments, and hospital vendors supporting services such as Kitchen Services, Laboratory, and Dialysis.
Collaborate with the Director of Planning & Project Management on change management activities for hospital-wide projects, including the LSH Relocation Project, New Electronic Health Record Project, Construction Projects, and Converged Network Project.
Maintain organized project documentation and appropriate document retention to support regulatory, accreditation, and compliance requirements.
Maintain and update the LSH Site Transition Project website and related project communications as needed.
Develop reports, presentations, and other materials communicating project status, milestones, accomplishments, and emerging issues.
Respond to inquiries and prepare and submit project-related data, statistics, and reports to external agencies as required.
Track project milestones, deliverables, and deadlines; monitor progress; and provide follow-up, reminders, and closed-loop communication with stakeholders.
Administer departmental and project meetings by developing agendas, preparing materials, compiling and submitting data reports, documenting decisions and action items, and distributing minutes and follow-up materials.
Coordinate meetings, site tours, events, and other project-related activities involving internal and external stakeholders.
Identify project resource needs and make recommendations to the Director of Planning & Project Management based on project assessments and changing operational requirements.