Office Support Specialist

Overview

Tewksbury Hospital, part of the Massachusetts Department of Public Health (DPH), is seeking a dynamic Facilities Office Support Specialist
. This role is an essential part of keeping a complex healthcare facility running smoothly and in full regulatory compliance. Working closely with the Director of Facilities and Facilities Coordinator, this position provides high-impact administrative and operational support across all areas of the Facilities Department. The work blends organization, coordination, and problem-solving, with regular exposure to compliance standards, capital projects, vendor oversight, and hospital-wide operations.

It is well suited for someone who enjoys being at the center of activity, supporting leadership, and ensuring that systems, documentation, and processes function seamlessly.

Candidates can expect a dynamic environment that values attention to detail, strong communication, and the ability to manage multiple priorities with confidence. This position offers meaningful insight into healthcare facilities management, including regulatory readiness, public bidding processes, asset management systems, and emergency response coordination. The role also provides opportunities to collaborate with diverse departments, contribute to operational planning, and build a strong foundation for career growth within facilities, operations, or healthcare administration.

• Provide comprehensive administrative and operational support to the Director of Facilities, Facilities Coordinator, and the Division of Facilities for both planned and unplanned hospital operations.
• Prepare, maintain, and manage departmental policies, procedures, reports, logs, and documentation to ensure compliance with Joint Commission standards, Massachusetts General Laws, and other regulatory requirements.
• Coordinate compliance monitoring activities, data collection, National Recall Alerts, EPRS submissions, and support regulatory reviews and audits.
• Support facilities-related hiring and onboarding through the Mass Careers system, including interview coordination, reference checks, and processing required documentation.
• Coordinate capital projects, encumbrances, public bidding documentation, purchasing records, receiving records, and internal financial tracking spreadsheets.
• Manage contractor and vendor coordination to ensure adherence to hospital policies, procedures, and operational standards.
• Schedule and document meetings, prepare agendas and minutes, attend committees as assigned, and maintain departmental calendars, including staff time-off tracking.
• Oversee Facilities Asset Management Information System (CAMIS), generate reports for preventive maintenance and work orders, and maintain related data systems.
• Respond to routine and emergency Facilities Management calls, dispatch appropriate personnel, and assist with facility communication systems as required.
• Operate and support a variety of office technologies, software applications, and administrative systems while providing cross-departmental assistance as directed by Facilities leadership.

• Strong verbal and written communication skills, including the ability to write clearly, concisely, and accurately using proper grammar and structure.
• Excellent organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain detailed records and documentation.
• Demonstrated ability to prepare accurate reports and professional documents while following established guidelines, procedures, and compliance standards.
• Proficiency with office and business software applications, including word processing, spreadsheets, databases, desktop publishing, and project management tools.
• Ability to analyze information, make sound recommendations, and apply judgment in support of departmental operations.
• Ability to work effectively both independently and collaboratively, while providing professional service to individuals from diverse backgrounds.

• Previous experience providing administrative or operational support within facilities management, healthcare, or a regulated environment.
• Familiarity with regulatory and accreditation standards, such as The Joint Commission, and experience supporting compliance or audit-related activities.
• Experience using asset management systems, work order platforms, or human resources and procurement systems in a large or complex organization.

The mission of the Massachusetts Department of Public Health (DPH) is to promote and protect health and wellness and prevent injury and illness for all people, prioritizing racial equity in health by improving equitable access to quality public health and health care services and partnering with communities most impacted by health inequities and structural racism.

We envision a Commonwealth with an equitable and just public health system that supports optimal well-being for all people in Massachusetts, centering those…