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

UMass Memorial Health•Worcester, MA

About The Position

Performs advanced-level secretarial and administrative support for the head of a division or corporate function, relieving executives of administrative details and duties. The work is confidential and requires a broad understanding of UMass Memorial Health policies and practices, timely handling of critical matters, and effective interaction with people at all levels. The role may coordinate the work of secretarial and clerical staff. This is a 40-hour-per-week, day-shift position scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m. The hiring range is $23.81–$35.08 for a full-time schedule; final compensation may vary based on 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; an equivalent combination of education and experience may be substituted if it provides proficiency in the responsibilities listed.
3–5 years of secretarial or administrative support experience.
Experience with word processing, spreadsheet, presentation graphics, and database software.
Ability to use additional applications such as project management, scheduling, and budgetary-control software as needed.

Responsibilities

Coordinate activities and assigned personnel, including implementing or revising systems and procedures, troubleshooting, training and orienting employees, relaying work instructions, monitoring workflow, recommending efficient personnel utilization, and reporting performance concerns or unusual occurrences.
Produce correspondence, memoranda, reports, and presentation graphics; proofread and edit materials for grammar, spelling, format, and style.
Compose responses or select standard form letters for routine inquiries on behalf of the supervisor.
Arrange meetings and activities to use the supervisor’s time efficiently, and make travel arrangements for extended trips and groups.
Coordinate large, complex internal and external meetings; attend 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.
Receive calls and messages, explain departmental procedures and standard policies, and refer matters to the appropriate person.
Assist with departmental administrative processes and process standard and non-standard business-office paperwork, following up to ensure timely completion.
Guide departmental personnel on UMass Memorial Health administrative policies and procedures.
Assist with preparation and maintenance of the departmental operating budget report and supporting documentation.
Assist with special projects by gathering documents, files, and records; incorporate statistical or financial data requiring basic interpretation; and prepare reports, tables, graphs, and charts using established formats.
Maintain confidential and sensitive files and records for multiple functions and ensure efficient retrieval.
Maintain office-supply inventory and basic office equipment, and coordinate timely equipment repairs.
Set up and maintain office personal computers and associated equipment and arrange timely service.
Schedule work and provide basic direction to temporary help or clerical and secretarial staff when 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 in daily operations.