Executive Asst

Full job description

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Exemption Status:

Non-Exempt

Schedule Details:

Monday through Friday

Scheduled Hours:

8:00 AM - 4:30 PM

Shift:

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

Hours:

40

Cost Center:

10020 - 5800 Administration

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 16,000 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.

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 and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
6. Maintains, regular, reliable, and predictable attendance.
7. Performs other similar and related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications:

License/Certification/Education:
Required:
1. Associate degree (A.A./A.S.) or equivalent from two-year college.

Preferred:
1. Bachelor’s degree.

Experience/Skills:
Required:
1. Must have 5 years of related secretarial experience, preferably in a healthcare organization.
2. Must have excellent skills in diplomacy, discretion, tact, and proper judgment.
3. Must have a great attitude with positive approach to people and tasks.
4. Strong analytical and organizational skills, with strong business judgement. Strong attention to detail.
5. Must have ability to prioritize workload of competing importance and multi-task.
6. Must have ability to adhere to an expectation of complete confidentiality on all business matters.
7. Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint).
8. Advanced technical, computer, and internet skills, including video/virtual conferencing software.
9. Must have prior experience managing projects and be confident in handling new tasks.
10. Must have broad understanding of hospital policies and practices.
11. Must be able to work independently, as well as working with others in a team environment assisting when necessary.
12. Must have excellent communication skills with the ability to network effectively with peers.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Department-specific competencies, including age-specific competencies and their measurements, will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.

III. Physical Demands and Environmental Conditions:

Work is considered sedentary. Position requires work indoors in a normal office environment.

ADDENDUM FOR LEAD EXECUTIVE ASSISTANT ROLE AT UNIVERSITY ADMIN ROW

Position Summary:

The Lead Executive Assistant is responsible for oversight of department scheduling, coordination of day-to-day work activities of assigned administrative staff, and related administrative processes to ensure the efficient operations within the department. Responsible for overseeing the team dynamics of the administrative support depart; including leading, motivating and developing the members of the team. Has knowledge of all functions performed by team members and distributes and monitors the flow of work to assigned staff. Assesses flow and implements adjustments to maximize efficiency within the department. Acts as a resource for the team.

Major Responsibilities:
a. Distributes and monitors the flow of work for an assigned group of employees. Provides training, guidance, and technical assistance to employees within the assigned work area. Assists management in assuring that assigned employees are provided with appropriate resources, materials, and methods. Provides recommendations to management for the most efficient utilization of assigned personnel. Relays work instruction from management.
b. Leads team meetings to review workload and assignments and works with staff to resolve issues and foster process improvements. Coordinates regular development opportunities as a team and for individual members.
c. Works with management to coordinate staff time off and vacation schedules.
d. Reviews all work performed by assigned staff to ensure completeness and quality. Provides information and recommendations regarding employee performance to management. May be responsible for interviewing candidates. Responsible for onboarding new employees and other human resources related activities for the department.
e. Maintains knowledge of procedural, operational, policy, and system changes and effectively communicates changes to the staff. Participates in creating and maintaining policies, procedures, and/or manuals for the department. Makes recommendations to management.
f. Acts as point person for the department – including identifying problems and recommending corrective action to management; maintaining and ordering supply inventory; monitoring maintenance of department equipment/facilities, including administrative conference rooms.
g. Participates in performance improvement initiatives and demonstrates the use of lean and quality improvement in daily operations.

Difference in Qualifications:
Required:
Prior experience in Team Building and developing staff.

Preferred:
Prior leadership and preceptor experience.

ADDENDUM FOR EXECUTIVE ASSISTANT BUSINESS & TECHNOLOGY EXPERT ROLE AT SYSTEM CEO OFFICE & BIOTECH EXECUTIVE SUITE

Major Responsibilities:
a. Acts as resident business and technology expert on virtual meeting platforms that support the System CEO office as well as the Biotech Executive suite.
b. Learns and successfully deploys platforms in support of all meetings for the CEO, COS, System Communications Officer and provides advice, counsel and technical support to other executive offices in Biotech One suite relative to their virtual needs.
c. Provides training as necessary and applicable to others to build competencies more broadly.
d. Responsible for setting up the virtual platforms for all meetings and actively manages the technology usage on site as part of the meeting infrastructure.
e. Problem solves issues related to the technology platforms and coordinates as necessary and applicable with Information Services (IS).

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at . We will make every effort to respond to your request for disability assistance as soon as possible.