Secretary, Executive Admin, Surgical Oncology, 40 hours, days

UMass Memorial Health•Worcester, MA

23h•$24 - $35

About The Position

Performs advanced-level secretarial and administrative support duties for the head of a division or corporate function, relieving executives of details and administrative responsibilities. The work is confidential and requires a broad understanding of UMass Memorial Health policies and practices, the ability to expedite critical matters, and effective interaction with people at all levels. The role may coordinate the work of secretarial and clerical staff. The position supports Surgical Oncology and is scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m., for 40 hours per week. It is non-exempt and represented by SHARE (State Healthcare and Research Employees). The stated hiring range is $23.81–$35.08 per hour for a full-time schedule; the final offer may vary according to scheduled hours, experience, skills, qualifications, and internal equity. A signing bonus may be available, with eligibility confirmed during the interview process.

Requirements

Associate degree in Secretarial Science or equivalent.
Three to five years of secretarial or administrative support experience.
Experience with word-processing, spreadsheet, presentation-graphics, and database software.
Ability to use additional applications, potentially including project-management, scheduling, and budgetary-control software.
An equivalent combination of education and experience that provides proficiency in the responsibilities may substitute for the stated education and experience requirements.

Responsibilities

Coordinate activities and assigned personnel, including implementing revised systems and procedures, troubleshooting, and providing process-improvement feedback.
Orient and train employees, relay supervisor instructions, schedule and monitor work, recommend efficient use of personnel, provide performance information to supervisors, help ensure staff have appropriate resources, and report employee problems or unusual occurrences.
Prepare correspondence, memos, reports, and presentation graphics; proofread and edit materials for grammar, spelling, format, and style.
Compose responses to routine inquiries or select standard form letters for the supervisor.
Arrange meetings and activities, make travel arrangements for extended trips and groups, and coordinate large, complex internal and external meetings.
Attend meetings as a recording secretary when needed and prepare and distribute agendas.
Provide information and assistance to high-level internal and external contacts, handling confidential information and expediting matters for the supervisor and associated staff.
Answer calls and messages, provide information about departmental procedures and standard policies, and refer matters to appropriate staff.
Assist with administrative processes for the department or function.
Process business-office paperwork, including purchase and employment requisitions, timesheets, and expense vouchers, and follow up to ensure timely completion.
Guide departmental personnel on UMass Memorial Health administrative policies and procedures.
Assist with departmental operating budget reports and supporting documentation.
Support special projects by gathering documents, files, and records; incorporating statistical or financial data requiring basic interpretation; and preparing reports, tables, graphs, and charts in established formats.
Maintain confidential and sensitive files and records for multiple functions to enable efficient retrieval.
Monitor office-supply inventory and basic office-equipment maintenance, and coordinate timely repairs.
Set up and maintain office computers and associated equipment and arrange timely service.
Schedule work and provide basic direction to temporary, clerical, or secretarial staff as needed.
Perform clerical duties such as collating, sorting, faxing, filing, and distributing or retrieving documents and mail; record and relay phone messages.
Participate in performance-improvement initiatives and apply quality-improvement practices in daily operations.