Special Projects Coordinator

Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a dynamic and experienced Special Projects Coordinator to support the Director of Planning & Project Management. This role serves as a key liaison among state and private agencies, coordinating stakeholder meetings, facilitating communication, and maintaining organized documentation to ensure projects remain on track and stakeholders are informed throughout the process.

Please note: 8-4pm Monday - Friday with weekends off

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Provides project coordination and administrative support to the Director of Planning & Project Management, including support for special projects, initiatives, and task forces such as the Lemuel Shattuck Hospital (LSH) Site Transition Project.

• Leads internal hospital department relocation workgroups and coordinates activities among the Massachusetts Department of Public Health (DPH), Department of Mental Health (DMH), Department of Correction (DOC), LSH departments, and hospital vendors supporting key services, including Kitchen Services, Laboratory, and Dialysis.

• Collaborates with the Director of Planning & Project Management on change management activities for hospital-wide special projects, including, but not limited to, the LSH Relocation Project, New Electronic Health Record Project, Construction Projects, and Converged Network Project.

• Maintains organized project documentation and ensures appropriate document retention to support regulatory, accreditation, and compliance requirements.

• Maintains and updates the LSH Site Transition Project website and related project communications as needed.

• Develops reports, presentations, and other project materials to communicate project status, milestones, accomplishments, and emerging issues.

• Responds to inquiries and prepares and submits project-related data, statistics, and reports to external agencies as required.

• Tracks project milestones, deliverables, and deadlines; monitors progress and provides timely follow-up, reminders, and closed-loop communication with key stakeholders to support successful project completion.

• Responsible for the administrative functions of departmental and project meetings, including developing agendas, preparing meeting materials, compiling and submitting data reports, documenting decisions and action items, and distributing meeting minutes and follow-up materials to project participants.

• Coordinates meetings, site tours, events, and other project-related activities involving internal and external stakeholders.

• Identifies project resource needs and makes recommendations to the Director of Planning & Project Management based on ongoing project assessments and changing operational requirements.

Required Qualifications:

• Understands the principles, practices, and methodologies of project management.

• Demonstrates knowledge of general report writing, documentation, and information presentation.

• Leads others and coordinates their efforts to accomplish project goals and objectives.

• Exercises sound judgment in assessing situations, identifying priorities, and making appropriate decisions.

• Communicates effectively, both verbally and in writing, to convey information clearly and concisely and develop ideas in a logical manner.

• Utilizes computer technology and standard software applications to conduct research, manage databases, and prepare written documents and reports.

• Organizes large volumes of information while prioritizing and managing multiple projects and competing deadlines.

• Collaborates effectively with diverse groups of individuals and establishes productive working relationships across departments and organizations.

• Interprets and applies applicable unit and agency guidelines, procedures, policies, and standards.

Preferred Qualifications:

• Familiarity with applicable regulations, requirements, and standards governing the Department of Mental Health (DMH), Department of Public Health (DPH), Department of Corrections (DOC), and Division of Capital Asset Management and Maintenance (DCAMM).

About the Lemuel Shattuck Hospital:

Lemuel Shattuck Hospital is a fully Joint Commission accredited teaching facility that provides acute, subacute, and ambulatory care to patients referred by public agencies and private sector providers. Shattuck Hospital’s services help economically and socially disadvantaged patients to get high quality, cost-effective care from a staff that respects their dignity.

Located in the heart of Boston’s Jamaica Plain neighborhood, the Shattuck Hospital includes 248 inpatient beds including 95 Psychiatric beds and 29 Correctional Health beds. 

In addition, the Shattuck has a full outpatient clinic with many specialties that offers treatment to patients of the Department of Mental Health as well as Department of Correction and House of Correction inmates and community patients. 

The Shattuck hospital is on the forefront of substance use disorder treatment including a Suboxone clinic serving 200 patients.   In addition to direct medical services LSH hosts and supports an array of services located on the campus, serving patients struggling with addictions and homelessness.

Learn more: https://www.mass.gov/locations/lemuel-shattuck-hospital

Relocation information: https://www.mass.gov/service-details/dph-renovation-for-shattuck-hospital-replacement-building

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

ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact the Executive Office of Health and Human Services, Human Resources at 1-800- 510-4122 Ext. #4