Executive Assistant, UMass Memorial Medical Group, 40 Hour Days

UMass Memorial Medical Group; Worcester (MA); On-site; USD 40,000 - 72,000; Full time

Job summary

UMass Memorial Health is seeking an experienced executive assistant to provide diverse secretarial and administrative support for Tier C/D executives in the Medical Center or Chief Clinical Chairs in the Medical Group. The role handles highly confidential information and supports system-wide activities.

The position includes managing calendars, coordinating travel, preparing materials, and guiding projects; applying LEAN tools to improve efficiency, training staff, and providing back-up for

Qualifications

• Advanced secretarial and administrative support experience
• Calendar management and travel arrangements
• Ability to coordinate multiple priorities with discretion
• Strong communication and organization skills
• Familiarity with Lean process improvement is a plus

Responsibilities

• Greets visitors and handles office paperwork with formatting for presentations
• Manages executive calendars and travels; prepares meeting agendas
• Advises internal/external contacts and tracks progress on important matters
• Coordinates special projects for executive office and committees
• Uses LEAN tools to standardize work and improve efficiency
• Orients new employees and may train staff; assists in budgeting
• Performs clerical duties including filing, mail, and document distribution
• Researches problems, defines data needs, and analyzes solutions
• Provides phone coverage and back-up support for others
• Maintains basic setup of office PCs and equipment
• Complies with policies and participates in meetings
• Demonstrates quality improvement in daily operations
• Respects diversity and adheres to Standards of Respect

Job description

Are you an internal caregiver, student, or contingent worker/agency worker at UMass Memorial Health?

Exemption Status:

Non-Exempt

Hiring Range:

$29.17 - $52.52 (based a full time schedule of 40 hours per week).

Please note that the final offer will vary based on scheduled hours. Compensation for part-time or reduced schedules will be prorated based on scheduled weekly hours, experience, skills, qualifications, and internal equity considerations.

Schedule Details:

Scheduled Hours:

Shift: 1 - Day Shift, 8 Hours (United States of America)

Hours: 40

Cost Center: 34000 - 5500 Executive Director

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver - regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

Provides diverse and advanced secretarial and administrative primary support for Tier C or D Executives in the Medical Center or Chief Clinical Chairs in the Medical Group. This position supports system-wide activities in support of Executive(s). The position requires broad and comprehensive experience, skills, and knowledge of UMass Memorial Health (UMMH) policies and practices. This position handles complex assignments and information/documents of the highest confidential nature and strategic importance.

I. Major Responsibilities

• 1. Greets visitors. Coordinates and processes office administrative paperwork. Utilizes word processing and graphics software to format and generate various materials for meaningful presentation of data including but not limited to correspondence, memos, reports, charts, tables, manuals, minutes of meetings, slides and presentations requiring a high standard of quality.
• 2. Establishes and maintains executive's calendar making decisions to schedule meetings, appointments and travel time. Prepares agendas and appropriate documents to ensure efficient management of meeting schedules. Makes travel arrangements as needed for executives and handles arrangements for visits by vendors, board members and other visitors/guests.
• 3. Acts as an advisor to internal and external contacts and makes appropriate decisions. Monitors progress on important matters and follows up to ensure disposition. Answers questions and provides assistance relating to office operations, administrative processes, and established policies and procedures. Interacts with vendors and other executives providing and obtaining information to ensure timely completion of assignments and projects.
• 4. Coordinates specials projects as warranted for support of the executive office (e.g. board meeting, committee meetings, special presentations, departmental policies, events, or reports, database maintenance etc.).
• 5. Utilizes technology and LEAN process improvement tools to standardize work and eliminate waste and improve efficiency. Performs trouble-shooting, provides feedback, and assists in implementing new or revised systems and procedures
• 6. Orients new employees, may train employees in new procedures and provide on going instruction. May schedule, distribute, and monitor the flow of work for assigned group of employees. May provide recommendations to manager for the most efficient utilization of assigned personnel, and also provide information regarding employee job performance, employee issues, and unusual occurrences to supervisor. May assist in preparation of and maintenance of departmental operating budget.
• 7. May perform miscellaneous clerical duties, including collating, sorting, faxing, filing, screening emails, and distributing/retrieving documents and mail. Records and relays phone messages.
• 8. Investigates assigned problems and determines method of research, data requirements and analysis techniques. Reports problem resolution and/or makes recommendations.
• 9. Provide phone coverage and back-up assistance for other executive assistants or admins as required.
• 10. May ensure basic set up and maintenance of office personal computers and associated equipment.

Standard Staffing Level Responsibilities

• 1. Complies with established departmental policies, procedures and objectives.
• 2. Attends variety of meetings, conferences, seminars as required or directed.
• 3. Demonstrates use of Quality Improvement in daily operations.
• 4. Complies with all health and safety regulations and requirements.
• 5. Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating