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State of Massachusetts Administrative Coordinator in Westborough, Massachusetts

The Massachusetts Department of Mental Health (DMH) is seeking a dynamic administrative professional who will serve as an integral member of the Office of Inpatient Management (OIM) team. The selected candidate will coordinate the OIM statewide activities such as facility visits, training events, scheduling and monitoring activities pertaining to Joint Commission (TJC) and DMH Regulations Compliance mock surveys. This role provides administrative support to OIM staff to ensure the process of assigned projects/activities to determine needs while assisting with all scheduling and coordination of meetings for staff. /_Duties and Responsibilities (these duties are a general summary and not all inclusive):_/ * Provides overall administrative support and projects to the OIM staff and responds to inquiries from facilities, Areas, Central Office, and other internal and external contacts. * Assists in classifying and routing risk management issues including Incident Reporting, Critical Incident Reporting, and Human Rights Complaints for appropriate resolution, investigations, and Fact Finding. * Schedules, coordinates and records meetings for the Office of Inpatient Management and other meetings as needed by gathering agenda items, preparing materials, taking confidential notes and tracking unresolved agenda items from previous meetings. * Serves as liaison between the Office of Investigation, DPPC and facility leadership; keeping informed of investigatory decisions. * Prepares and analyzes correspondence, reports and other materials as needed. * Ensures TJC compliance related to patient rights and complaint processes are following proper protocols and standards. * Coordinates mock survey activities with inpatient facility leadership and keep Mock Survey Coordinator informed in a timely manner. * Supports hiring activities including job postings, approvals, onboarding, and orientation; serves as a liaison to DMH HR and Employment and Staffing. * Prepares daily statewide census by calculating number of beds, entering information into spreadsheet, ensures info is regularly updated. * Coordinates OIM programs and activities (e.g. trainings, seminars, teleconferences, employee recognition activities, recruitment, and retention efforts). * Acts as liaison and maintains lines of communication with Community Area Directors, DMH Commissioner’s Office and inpatient facility leadership and coordinate activities between them and the Office of Inpatient Management /_Required Qualifications:_/ * Knowledge of the principles and practices of human resource management Including behavioral techniques, planning, forecasting, organizational development, etc. * Familiarity with the methods used in the preparation of charts, graphs, and tables as well as general report writing. * Ability to gather information by examining records and documents and by questioning individuals. * Capacity to supervise and instruct others, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources. * Proficient in maintaining accurate records and exercising discretion in handling confidential information. /_Preferred Qualifications_//:/ * Knowledge of state databases such as DMH Data Warehouse and SLS incident reporting system. * Familiarity with DMH mission, goals, objectives, services, and programs. * Knowledge of software applications such as desktop publishing, project management, spreadsheets, and database management. * Demonstrated desire to set and meet objectives and to find increasingly efficient ways to perform tasks. * Ability to summarize pertinent information and author memorandum based on information gleaned from investigation. * Capacity to work independently, with attention to detail, and prioritize tasks appropriately. * Reliable, with high energy and enthusiasm, a positive demeanor. * Talent for assisting and working with people of diverse backgrounds. * Collaborative with a wide variety of staff demonstrating personal initiative as well as the ability to work well in a team setting. * Creative and strategic with an ability to suggest improvements. * Working knowledge of analytic and data visualization software such as SAS, SPSS, and Tableau; proficiency with Microsoft Office products including Word, Excel, PowerPoint, Teams and Outlook; Zoom a plus! * Given the population served, bilingual or multilingual fluency. /_DMH Vision and Mission:_/ The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities. /Learn more:/ /_Total Compensation_/ As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it is more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including:// * 75% state paid medical insurance premium * Reasonable Dental and Vision Plans * Flexible Spending Account and Dependent Care Assistance programs * Low cost basic and optional life insurance * Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan * 12 paid holidays per year and competitive Sick, Vacation and Personal Time * Tuition Benefit for employee and spouse at state colleges and universities * Long-Term Disability and Extended Illness program participation options * Incentive-based Wellness Programs * Professional Development and Continuing Education opportunities * Qualified Employer for Public Service Student Loan Forgiveness Program /_Pre-Offer Process_/ A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website. For questions regarding this requisition, please contact Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #2 First consideration will be given to those applicants that apply within the first 14 days. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below. Substitutions: I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.* II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience. III. A Bachelor'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 (A) experience.* Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. NOTE: No substitutions will be permitted for the required (B) experience. *Executive Order #595:As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption. An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. Job: Administrative Services* *Organization: Department of Mental Health *Title: *Administrative Coordinator * Location: *Massachusetts-Westborough - 167 Lyman Street Requisition ID: 21000BPT