Personnel Liaison

DPH-Shattuck Hospital - Boston, MA

Full-time$57,000 - $82,000 a year
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The Massachusetts Department of Public Health and the Lemuel Shattuck Hospital (LSH) is seeking a dynamic applicant to fill the role of Personnel Liaison.

This position is responsible for providing high quality customer service, technical assistance and support to hiring managers throughout the hospital.

The Personnel Liaison is charged with assembling all materials, submitting required materials to DPH or EOHHS HR, contributing to Mass Careers and ensuring all HR requirements are met in a timely fashion and providing regular communication to senior staff and hiring managers. As the personnel liaison to the Hospital, this position is responsible for the coordination and preparation of all hiring materials, including but not limited to: job postings, recruitments, out of title pay, employee reference checks, waivers, and 120 day employment.

This position also serves as part of the administrative team reporting to the CEO providing backup and support for day-to-day activities.

Duties and Responsibilities (These duties are not all inclusive):

Maintain and update all hospital organizational charts.
Track position numbers and all vacant positions.
Track status of positions in MassCareers.
Track status of positions not yet loaded in MassCareers.
Follow up with staff when delays are noted in MassCareers to provide assistance.
Develop process improvements to streamline materials submission and decrease errors.
Coordinate with hospital and hiring managers and Office hiring managers to complete all Form 30s, MQs, and vacancy announcements used to post to the Commonwealth Employment Opportunity website via MassCareers.
Work with DPH to have new management positions approved.
Assemble, prepare and submit to EOHHS HR and the DPH Diversity Officer all hiring packets.
Assist program Directors and senior leadership in processing all paperwork involving out-of title pay or “acting” pay, waivers.
Assist in recruitment by sending position needs to DPH Linked In account or DPH webpage or other recruitment strategies
Serve as the primary point of contact with EOHHS HR Office staff.
Serve as the primary point of contact with Department Budget Office staff for all HR transactions.
Create and maintain hospital-wide tracking system for all State and contract personnel transactions.
Draft status reports for all position updates to senior leadership and hiring managers, as directed.
Assist administrative team and provide back-up support for day-to-day activities
Provide support to senior management team for scheduling, meeting planning and coordination, administrative tasks and other duties as assigned.
Assists Senior Managers and/or Department Heads with writing Form 30s and MQs when requested
Monitors the timeliness and completion of the three stages of EPRS and provides periodic reports to the CEO, Senior Managers and HR.
Provides quality review for EPRS submissions regarding completeness and clarity of form
Performs all other related duties such as attending meetings, maintaining records and preparing reports

Preferred Qualifications:
Proficiency in Mass Careers (Taleo); excellent writing ability; ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence; ability to prepare and use charts, graphs and tables; proficiency in Visio.

Hours to be worked: 9:00 a.m. to 5:00 p.m.

Days Off: Saturday and Sunday

About the Lemuel Shattuck Hospital:
LSH takes pride in helping people recover from illnesses and conditions that are often underserved or difficult to manage in other health care settings. The Hospital serves populations that are mostly indigent, often in the care and custody of state agencies, and present with clinical issues that arise from mental illness, homelessness, and substance abuse. LSH provides 260 inpatient beds and 25 specialty medical clinics, including surgical services, to patients and clients referred by private sector providers and state agencies (including the Department of Public Health (DPH), the Department of Mental Health (DMH), the Department of Developmental Disabilities (DDS), and the Department of Corrections (DOC). We strive continuously to improve the quality of life for our patients through the delivery of collaborative treatment and a patient-focused continuum of care. Teaching professionals from various health disciplines always have been a part of the hospital’s charge as well

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 http://www.mass.gov/hhs/cori

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 is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.

For questions, please contact Health Human Resources at 617-971-3087.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three 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, or (B) 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 experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required 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 experience.*

  • Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Official Title: Program Coordinator II
Primary Location: United States-Massachusetts-Boston-170 Morton Street
Job: Administrative Services
Agency: Department of Public Health
Schedule: Full-time
Shift: Day
Job Posting: Jun 6, 2019, 7:46:56 AM
Number of Openings: 1
Salary: 57,245.50 - 81,952.52 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Naohmi Carlisle - 617-624-5471
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No