Western Massachusetts Hospital, part of the Massachusetts Department of Public Health (DPH), is seeking a dynamic Quality Office Support Specialist (OSS) to play an essential role in ensuring the seamless operation of the Quality Management department. Reporting to the Quality Supervisor, this position focuses on providing administrative support through tasks such as scheduling meetings, preparing presentations, organizing files, and documenting key discussions. This role contributes to the department's success by maintaining organized, confidential records, assisting with research on quality and safety topics, and collaborating with team members to ensure the timely completion of action items.
This position is ideal for detail-oriented professionals skilled in Microsoft Office applications and passionate about upholding patient privacy and confidentiality standards. The Quality Office Support Specialist is a trusted resource for supporting operational and regulatory needs while contributing to the hospital's commitment to performance improvement and compliance with The Joint Commission (TJC) standards. This role offers an opportunity to be part of a team dedicated to enhancing patient safety, experience, and overall care quality.
The scheduled hours are Monday - Friday, 8:00 am - 4:00 pm.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
· Provide comprehensive administrative support for the Quality Management department, including scheduling meetings and organizing departmental activities.
· Prepare meeting materials, record accurate minutes, and facilitate follow-up on action items as directed by the Quality Supervisor.
· Maintain a structured and confidential system for file retention, ensuring documents are organized and readily accessible for operational and regulatory requirements.
· Conduct research on quality, regulatory compliance, patient safety, and patient experience topics to support departmental initiatives.
· Adhere to office administration procedures and ensure compliance with hospital policies, state and federal laws, including HIPAA and confidentiality regulations.
· Follow up with leaders, physicians, and staff to gather information and prepare reports, presentations, and materials for meetings.
· Utilize software tools such as Microsoft Office applications to create reports, compile data, and support departmental functions.
· Maintain tracking systems and databases to monitor administrative processes and department activities.
· Assist with hospital performance improvement initiatives and activities as appropriate.
· Support readiness activities for TJC accreditation and other regulatory requirements as needed.
Required Qualifications:
· Proficient in Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.
· Excellent verbal and written communication skills, with the ability to express ideas clearly and concisely while using proper grammar, punctuation, and spelling.
· Strong organizational skills and keen attention to detail, ensuring accuracy in documents, reports, and task execution.
· Demonstrated ability to multi-task, prioritize tasks effectively, and manage time efficiently in a fast-paced environment.
· Skilled at working both independently and collaboratively within a team setting.
· Ability to follow established guidelines and procedures while making thoughtful recommendations for improvements.
· Ability to develop and present logical ideas clearly and concisely.
· Experience assisting and providing exceptional service to individuals from diverse backgrounds.
Preferred Qualifications:
· Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned agency or unit activities.
· Understanding of the types and uses of agency databases, documents, and files.
DPH Mission and Vision:
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 with systemically and culturally oppressed identities and circumstances.
Learn more and share a one-pager on DPH and what we do: DPH at a Glance PDF | Doc
Western Massachusetts Hospital, part of the Massachusetts Department of Public Health (DPH), is seeking a dynamic Quality Office Support Specialist (OSS) to play an essential role in ensuring the seamless operation of the Quality Management department. Reporting to the Quality Supervisor, this position focuses on providing administrative support through tasks such as scheduling meetings, preparing presentations, organizing files, and documenting key discussions. This role contributes to the department's success by maintaining organized, confidential records, assisting with research on quality and safety topics, and collaborating with team members to ensure the timely completion of action items.
This position is ideal for detail-oriented professionals skilled in Microsoft Office applications and passionate about upholding patient privacy and confidentiality standards. The Quality Office Support Specialist is a trusted resource for supporting operational and regulatory needs while contributing to the hospital's commitment to performance improvement and compliance with The Joint Commission (TJC) standards. This role offers an opportunity to be part of a team dedicated to enhancing patient safety, experience, and overall care quality.
The scheduled hours are Monday - Friday, 8:00 am - 4:00 pm.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
· Provide comprehensive administrative support for the Quality Management department, including scheduling meetings and organizing departmental activities.
· Prepare meeting materials, record accurate minutes, and facilitate follow-up on action items as directed by the Quality Supervisor.
· Maintain a structured and confidential system for file retention, ensuring documents are organized and readily accessible for operational and regulatory requirements.
· Conduct research on quality, regulatory compliance, patient safety, and patient experience topics to support departmental initiatives.
· Adhere to office administration procedures and ensure compliance with hospital policies, state and federal laws, including HIPAA and confidentiality regulations.
· Follow up with leaders, physicians, and staff to gather information and prepare reports, presentations, and materials for meetings.
· Utilize software tools such as Microsoft Office applications to create reports, compile data, and support departmental functions.
· Maintain tracking systems and databases to monitor administrative processes and department activities.
· Assist with hospital performance improvement initiatives and activities as appropriate.
· Support readiness activities for TJC accreditation and other regulatory requirements as needed.
Required Qualifications:
· Proficient in Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.
· Excellent verbal and written communication skills, with the ability to express ideas clearly and concisely while using proper grammar, punctuation, and spelling.
· Strong organizational skills and keen attention to detail, ensuring accuracy in documents, reports, and task execution.
· Demonstrated ability to multi-task, prioritize tasks effectively, and manage time efficiently in a fast-paced environment.
· Skilled at working both independently and collaboratively within a team setting.
· Ability to follow established guidelines and procedures while making thoughtful recommendations for improvements.
· Ability to develop and present logical ideas clearly and concisely.
· Experience assisting and providing exceptional service to individuals from diverse backgrounds.
Preferred Qualifications:
· Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned agency or unit activities.
· Understanding of the types and uses of agency databases, documents, and files.
DPH Mission and Vision:
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 with systemically and culturally oppressed identities and circumstances.
Learn more and share a one-pager on DPH and what we do: DPH at a Glance PDF | Doc
First consideration will be given to those applicants that apply within the first 14 days.
Office Support Specialist I:
Applicants must have at least (A) two 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:
Substitutions:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for 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.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Educational substitutions will only be permitted for a maximum of two years of the required experience.
Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics?Explore our Employee Benefits and Rewards
Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.
An Equal Opportunity / Affirmative Action Employer.Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
First consideration will be given to those applicants that apply within the first 14 days.
Office Support Specialist I:
Applicants must have at least (A) two 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:
Substitutions:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for 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.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Educational substitutions will only be permitted for a maximum of two years of the required experience.
Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics?Explore our Employee Benefits and Rewards
Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.
An Equal Opportunity / Affirmative Action Employer.Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.