Administrative Support

Job Title: Administrative Support Specialist

Location: Jamaica Plain MA 02130 (On-Site)

Employment Type: 3 Month Contract-to-Hire

Schedule: 9:00 AM - 5:00 PM Mon-Fri (8 hours/day; includes a 30-minute unpaid lunch break)

Job Summary

We are seeking anAdministrative Support Specialistto ensure the seamless daily operation of our Jamaica Plain facility. They will provides comprehensive administrative clerical and communication support to the Senior Supervisor Site Director and broader department staff. They will be managing a variety of tasks ranging from detailed meeting coordination and public law compliance to data management and internal department liaison duties.

Key Responsibilities

• Provide high-level administrative assistance to the Senior Supervisor Director and general facility staff to optimize overall operational efficiency.
• Screen record and redirect incoming administrative phone calls and efficiently process all incoming/outgoing physical mail faxes and internal correspondence.
• Schedule and coordinate complex group meetings reserve conference rooms and distribute timely date time and location notifications to all designated parties.
• Record precise meeting minutes in approved formats distribute finalized documents to stakeholders and maintain the sites permanent archival records.
• Review set and publish meeting agendas and schedules in strict accordance with state Open Meeting Law requirements.
• Screen incoming data requests on behalf of the Director assigning tasks to appropriate staff members to develop comprehensive responses within prescribed timelines.
• Act as a central professional liaison between the Senior Supervisor internal administrative teams and various hospital department staff.
• Monitor daily operations to ensure timeliness identify and address efficiency areas of concern and coordinate administrative desk coverage.
• Gather analyze and compile general administrative data to prepare accurate reports utilizing charts graphs and tables for executive review.
• Track staffing changes and perform periodic updates to the agencys official organizational structures and charts.
• Gather necessary operational information through targeted individual questioning and by thoroughly examining internal records and documents.
• Monitor and ensure that all internal procedures secretarial practices and established company guidelines are strictly adhered to.

Required Skills & Qualifications

• 2 to 4 years of dedicated administrative support secretarial or office management experience.
• Advanced operational proficiency across the entire Microsoft Office Suite (Word Excel Outlook PowerPoint).
• Basic familiarity with or willingness to learn local regulatory mandates such as the Open Meeting Law.
• Proven capability to gather information from diverse records and translate data into clean charts graphs and structured tables.
• Strong verbal questioning skills and a track record of clear accurate written reporting.
• Ability to monitor workflow delays and independently delegate informational tasks to meet hard supervisor deadlines.
• High attention to detail when recording legal minutes and archiving facility correspondence.
• Comfort interacting with diverse personnel levels from hospital clinicians to executive directors.

Other Information

• Business Casual Dress code.
• Free on-campus parking available for all contract staff.
• Free campus shuttle service running continuously to and from the Forest Hills MBTA Station.