Executive Assistant, UMass Memorial Medical Group, 40 Hour Days

UMass Memorial Health•Worcester, MA

2d•Onsite

About The Position

Provides diverse, advanced secretarial and administrative support to Tier C or D executives in the Medical Center or Chief Clinical Chairs in the Medical Group. The role supports system-wide executive activities and requires broad knowledge of UMass Memorial Health policies and practices. It handles complex assignments and highly confidential and strategically important information and documents. The position coordinates executive calendars, meetings, agendas, travel, visitors, special projects, office processes, and communications. It also uses technology and LEAN process-improvement tools to standardize work and improve efficiency, and may orient or train employees, monitor work flow, assist with budget maintenance, research problems, and provide backup administrative support.

Requirements

Associate degree (A.A./A.S.) or equivalent from a two-year college; an equivalent combination of education and experience may be substituted where applicable.
Five years of related secretarial experience.
Excellent diplomacy, discretion, tact, and judgment.
Positive attitude toward people and tasks.
Strong analytical, organizational, and business-judgment skills, with strong attention to detail.
Ability to prioritize competing workloads and multitask.
Ability to maintain complete confidentiality on business matters.
Excellent keyboarding skills and proficiency with Microsoft Excel, Word, and PowerPoint.
Advanced technical, computer, and internet skills, including video and virtual conferencing software.
Prior project-management experience and confidence handling new tasks.
Broad understanding of hospital policies and practices.
Ability to work independently and collaboratively in a team environment, assisting others when necessary.
Excellent communication skills and ability to network effectively with peers.

Nice To Haves

Bachelor’s degree.
Secretarial experience in a healthcare organization.

Responsibilities

Greet visitors and coordinate and process office administrative paperwork.
Use word-processing and graphics software to create and format correspondence, memos, reports, charts, tables, manuals, meeting minutes, slides, and presentations to a high standard.
Establish and maintain the executive’s calendar, schedule meetings and appointments, and account for travel time.
Prepare meeting agendas and supporting documents; arrange executive travel and visits by vendors, board members, and other guests.
Advise internal and external contacts, make appropriate decisions, monitor important matters, and follow up to ensure they are resolved.
Answer questions and provide assistance concerning office operations, administrative processes, and established policies and procedures.
Interact with vendors and executives to exchange information and support timely completion of assignments and projects.
Coordinate special projects for the executive office, such as board and committee meetings, presentations, departmental policies, events, reports, and database maintenance.
Use technology and LEAN process-improvement tools to standardize work, eliminate waste, and improve efficiency; troubleshoot, provide feedback, and help implement new or revised systems and procedures.
Orient new employees and potentially train employees in procedures and provide ongoing instruction.
Potentially schedule, distribute, and monitor work for an assigned employee group, recommend efficient personnel utilization, and provide supervisors with information about performance, employee issues, and unusual occurrences.
Potentially assist with preparation and maintenance of the departmental operating budget.
Potentially perform clerical duties such as collating, sorting, faxing, filing, screening emails, and distributing or retrieving documents and mail; record and relay phone messages.
Investigate assigned problems, determine research methods, data requirements, and analysis techniques, and report resolutions or make recommendations.
Provide phone coverage and backup assistance for other executive assistants or administrators as required.
Potentially assist with basic setup and maintenance of office personal computers and associated equipment.
Comply with departmental policies, procedures, and objectives, and attend meetings, conferences, and seminars as required or directed.
Apply quality-improvement practices in daily operations and comply with health and safety regulations.
Demonstrate respect, professionalism, tolerance, civility, and acceptance toward employees, patients, and visitors.
Maintain regular, reliable, and predictable attendance and perform other similar duties as required or directed.