Executive Administrator

The Betsy Lehman Center for Patient Safety is a dynamic agency of the Commonwealth of Massachusetts that fosters a statewide program of research, data analysis and information-sharing aimed at engaging health care agencies, providers, and consumers in initiatives that enhance the safety and quality of patient care in the state.  The Center, named for a Boston Globe health columnist who died in 1994 from a preventable medical error, was re-established by Chapter 224 of the Acts of 2012, An Act Improving the Quality of Health Care and Reducing Costs through Increased Transparency, Efficiency and Innovation. It is supported by and shares space with the state’s Center for Health Information and Analysis (CHIA).

The Betsy Lehman Center seeks an experienced Executive Administrator to support the agency’s work. This is a full-time position reporting to the Executive Director. The Center is operating on a hybrid work model with onsite work on at least two designated days each week at the Center’s office at 501 Boylston Street, Boston MA. Salary will be commensurate with experience. 

MAJOR RESPONSIBILITIES

1.  Executive functions: The Executive Administrator is the Executive Director’s and Deputy Director’s primary administrative agent, exercising discretion and independent, sound judgment to successfully:

+ Manage their schedules

+ Ensure they are fully prepared for all meetings and appointments by developing agendas, meeting materials, summaries of prior related meetings and managing room preparation, travel arrangements, attendee confirmation, etc., as appropriate

+ Take responsibility for the timely and accurate completion of signature requests, and other administrative deliverables and forms

+ Receive, screen, and route incoming calls and mail

+ Manage organization of and access to the directors’ offices and files

+ Manage the executive director’s e-mail, reading materials, and to-do lists, with discretion

+ Compile and manage electronic mailing lists

2.  Manage all-staff meetings:

+ Schedule weekly meetings for remote and onsite participants

+ Prepare and distribute agendas that reflect current projects and workloads, taking responsibility for prioritizing discussions based on the programmatic, research and communications needs each week

+ Track tasks between meetings and ensure needed follow-up by staff members

3.  Other: Perform other related duties to support the mission of the 20-person agency as directed by the Executive or Deputy Director including:

+ Project management and administrative support for other directors/senior program managers, including meeting scheduling and coordination for large-group meetings

+ Travel and conference arrangements, employee reimbursement processing and similar administrative tasks

+ On an as needed basis, cover the agency reception desk, which includes welcoming visitors, processing mail, and managing conference room calendars.

QUALIFICATIONS

+ Five years of professional experience in an administrative role

+ Ability to complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans

+ Ability to handle highly confidential information with appropriate discretion and sensitivity

+ Ability to make decisions that are based on specific instructions, standard practices, and established procedures

+ Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, Sharepoint and Teams, as well as polling applications (such as Doodle) and video meeting applications (such as Zoom)

+ General comfort level with technology needed for correspondence and meetings, including ability to assist others as needed

+ Strong written and oral communications skills

+ Ability to work with diverse groups of people

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's more than a paycheck. The 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 

+ Extended Illness program participation 

+ Professional Development and Continuing Education opportunities 

+ Qualified Employer for Public Service Student Loan Forgiveness Program 

This position will remain open until filled. 

At CHIA, we are committed to earning a reputation as a great place to work and build a career. So if you’re excited to be part of a diverse and innovative team responsible for identifying opportunities to improve health care in Massachusetts, come join us! To apply and for more information visit: https://www.chiamass.gov/join-our-team/

CHIA is an Equal Opportunity / Affirmative Action Employer. Women, people of color, veterans, and persons with disabilities are strongly encouraged to apply.

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Tonya Bourassa 617-701-8127.

Information submitted by applicants is collected through the JazzHR Platform, your submission of application materials constitutes your express consent for this information to be provided to JazzHR for processing. Please do not include any personally identifiable information with your application materials other than that specifically requested by CHIA. CHIA requests basic information such as name, address, telephone number, and email address. You may also self identify race/ethnicity, gender, disability and/or veteran status if you so choose. However, you should not provide more detailed personal information such as your date of birth or Social Security Number with your application materials.

In compliance with federal laws, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

CHIA has adopted Executive Order #595: COVID-19 Vaccination Requirement for Executive Department Employees

As a condition of employment, successful candidates will be required to have received COVID-19 vaccination and/or boosters prior to the finalization of the hiring process. Details relating to complying with this requirement will be provided to finalists.

Finalists 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 a reasonable accommodation.

Executive order can be found here: https://www.mass.gov/doc/august-19-2021-executive-department-employee-vaccination-order

Powered by JazzHR