Job Description
The state operated Massachusetts Veterans Home (MVH) at Chelsea is an independent state agency consisting of long-term care and a domiciliary which are independent living quarters for our veterans. The care and services provided by the Veterans Homes are supported by an extraordinary group of staff working to meet the needs of our veterans.
As the Executive Assistant, you will coordinate and monitor assigned program activities and policy matters as directed by the Executive Director/Superintendent. Also, provide technical advice and assistance to senior management staff as a subject matter expert on implementing and modifying program activities and policy matters as needed, maintain executive liaison with the board of trustees, veterans' organizations, and city, state, and federal officials, serve as admissions officer for the long-term care/dormitory and oversees the administration of the admissions process, review and analyzes data concerning agency programs, responding to inquiries, surveys, and requests for information, develop and implements programs for the assigned agency and performs related duties as required. Overall, the focus of this role is to coordinate, monitor, and implement programs effectively, ensuring compliance with established standards and agency objectives.
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Duties & Responsibilities:
- Works closely with the Executive Director/Superintendent, Chief Operating Officer, Medical Director, and Clinical Services Administrator to ensure that agency programs and policies are properly implemented, coordinated, and monitored.
- Serves as co-admissions officer, overseeing procedures for distributing facility/dormitory application information and ensuring timely review and decision making on applications.
- Develops and implements methods and techniques to achieve agency objectives and assigns/reviews work projects accordingly.
- Provides technical assistance and guidance to the Executive Committee (Senior Management Staff) and supports on the job training and orientation for their teams as necessary.
- Serves as the Executive Director/Superintendent's liaison with agency coordinators in areas such as utilization review, infection control, quality assurance, risk management, patient care assessment, and discharge planning.
- Cross trained to serve temporarily as backup for the Program Coordinator III/Administrative Services when needed.
- Maintains executive liaison with trustees, senior staff, veterans' groups, and governmental officials, fostering strong working relationships.
- Responds to public inquiries as the public information officer.
- Ensures all program activities and policies comply with applicable laws and regulations.
- Attends meetings, prepares reports, conducts studies and surveys, and maintains accurate records.
- Coordinates and organizes long-term care, Alzheimer's, and residential admissions processes, maintaining relationships with outside agencies to ensure smooth coordination.
- Reviews and analyzes program data to evaluate effectiveness, recommend changes, and monitor progress.
- Provides technical assistance and advice to agency personnel and others, exchanging information, resolving problems, and ensuring compliance with established policies and procedures.
- Develops and implements standards for program monitoring and evaluation.
- Confers with management staff and others to define program requirements, determine resource availability, and establish program evaluation criteria.
- All other duties as assigned.
Qualifications:
- Knowledge of the principles, practices, and techniques of supervision.
- Knowledge of work simplification methods.
- Knowledge of the methods used in the preparation of charts, graphs, and tables.
- Knowledge of general report writing methods.
- Knowledge of the laws, rules, regulations, policies, and procedures governing assigned activities.
- Ability to plan and assign work effectively to achieve objectives.
- Ability to analyze and apply laws, rules, regulations, policies, and procedures governing assigned activities.
- Ability to gather, assemble, and analyze information, draw conclusions, and make appropriate recommendations.
- Ability to understand, explain, and apply the laws, rules, regulations, policies, and procedures governing assigned activities.
- Ability to gather information by examining records and documents and by questioning individuals.
- Ability to determine proper format and procedure for assembling items of information.
- Ability to prepare general reports.
- Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
- Ability to follow written and oral instructions.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to establish rapport with others
- Ability to establish and maintain harmonious working relationships with others.
- Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
- Ability to exercise sound judgment.
- Ability to exercise discretion in handling confidential information.
- Ability to coordinate the efforts of others in accomplishing assigned work objectives.
- Ability to maintain accurate records and ensure compliance with standards.
Qualifications Acquired on Job:
- Comprehensive knowledge of the policies, procedures, laws, and regulations governing the MVH at Chelsea.
- Familiarity with the organizational structure and functions of the MVH at Chelsea.
- Knowledge of proper procedures for making and receiving agency telephone calls and using agency forms.
- Working knowledge of state procedures for purchasing and requisitioning supplies and equipment.
- Ability to train others and work effectively with senior managers.
- Proficiency in the HR/CMS System for administrative operations.
Pre-Offer Process:
For BU and MI-MIV
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.
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 Reasonable Accommodation Online Request Form
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) four 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, and (B) of which at least one year must have been in a supervisory capacity, or (C) 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 (A) experience.
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) 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 (A) experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: No substitutions will be permitted for the required (B) 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.
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COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.
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.