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The Massachusetts Department of Public Health (DPH) seeks an experienced administrative professional to serve as our new Executive Operations Assistant. The Executive Operations Assistant will work under the supervision of the Bureau of Infectious Disease and Laboratory Science (BIDLS) IT and Operations Program Coordinator and provide administrative support services to the BIDLS executive team, MA State Public Health Laboratory (MA SPHL) Lab Director and Associate Lab Director, and the Office of the Medical Director. Learn more aboutwhat it’s like to work at the Bureau of Infectious Disease and Laboratory Sciences. _Duties and Responsibilities (these duties are a general summary and not all inclusive):_ * Oversee the daily operations for the Laboratory Director's Office, the BIDLS Executive Team and the Office of the Medical Director, including scheduling, coordinating logistics for internal and external meetings, drafting, formatting, reviewing, and sending correspondence, responding to internal and external inquiries, and other duties as assigned. * Oversee the tracking of a wide range of internal and external confidential matters and a wide variety of bureau issues to ensure progress is made. * Provide organizational assistance for the Laboratory Director so that information is readily available and shared with internal and external stakeholders in a timely manner. * Processes the flow of incoming mail and ensures that matters are addressed in a timely and efficient manner. * Maintain calendars and make certain that schedule is adhered to; assist to resolve schedule conflicts. * Maintain all matters for the Laboratory Director and Division Directors as strictly confidential and Confidential Public Health information in compliance with CLIA, HIPAA, and Massachusetts state regulations. * Serves as the Office Support Specialist to include: receiving and directing of phone calls to appropriate BIDLS Divisions/Programs, compiling and preparing correspondence, reports, programmatic documents, and presentations. * Oversee BIDLS senior staff communications, calendars, schedules, and manage and organize meetings for DPH approval. * Assist in scheduling visitors to the MA SPHL Laboratory, when requested. * Facilitate smooth communication between the BIDLS Executive Team, MA SPHL Director, Associate Laboratory Director, Divisions Directors, and Senior Staff within BIDLS and DPH. * Research and provide follow-up information in response to internal and external inquires, and problems identified by BIDLS senior personnel, which require knowledge of unique functions within the BIDLS. * Other administrative duties as assigned. _Required Qualifications:_ * Means to communicate effectively. * Able to write concisely, express thoughts clearly and develop ideas in a logical sequence. * Capacity to use proper grammar, punctuation, and spelling. * Ability to make recommendations. * Capable to multi-task and prioritize. * Potential to prepare documents and reports accurately. * Power to assist customers of diverse backgrounds. * Ability to follow guidelines and procedures. _Preferred Qualifications:_ * Knowledge of software applications such as desktop publishing, project management, spreadsheets, and database management. * Ability to work independently and in teams. * Organizational skills. _About the Bureau of Infectious Disease and Laboratory Sciences (BIDLS):_ The DPH Bureau of Infectious Disease and Laboratory Sciences (BIDLS), predominantly located in Jamaica Plain, provides public health response to infectious disease. These services include programmatic and epidemiologic response, as well as laboratory testing through the State Public Health Laboratory (SPHL). Infectious disease response services address concerns of the general public as well as those disproportionately affected by infectious disease through a variety of risk factors. BIDLS administers ongoing disease reporting for over 90 reportable diseases in the state. Disease reporting review and follow-up with clinical providers and local boards of health is a central function of the bureau. Surveillance activity is complemented by an extensive contracted service system. These services are funded through state and federal resources and include prevention education, community outreach screening for infectious disease, immunization services, health service navigation, medical case management, insurance enrollment, housing assistance, and referral and linkage to infectious disease treatment. The SPHL provides scientific expertise and capacity to identify infectious agents, chemical agents, and other toxins that cause human disease. The SPHL is an active partner in joint activities with other bureaus/agencies such as environmental health, food and drug, agriculture, disease prevention and health promotion programs, and public safety. The SPHL is a reference laboratory of the national Laboratory Response Network (LRN) and is a U.S. Centers for Disease Control and Prevention (CDC) Select Agent laboratory. SPHL staff work closely with laboratory and disease prevention programs at the CDC, and partners with the U.S. Department of Homeland Security (DHS). __ _About the Department of Public Health: _ The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth. We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities. DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems. More information can be found at: Department of Public Health | Mass.gov _Pre-Hire 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 visithttp://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(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website. If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the ADA Reasonable Accommodation Request Form * For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4 *First consideration will be given to those applicants that apply within the first 14 days. Applicants must have at least (A) three 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 a maximum of two years of 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. *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! 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. Job: Administrative Services* *Organization: Department of Public Health *Title: *Executive Operations Assistant Location: Massachusetts-Boston-305 South Street Requisition ID: 240004HG