Secretary, Exec

Secretary, Exec -SHARE (Dermatology) - 40 hours, Days

Apply remote type Hybrid 3-4 Working Caregiver (Onsite 3 - 4 days) locations Worcester, MA Hahnemann Campus time type Full time posted on Posted 2 Days Ago job requisition id R25102379

Exemption Status: Non-Exempt

Schedule Details: Monday through Friday

Scheduled Hours: 8a-4:30p

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

Hours: 40

Cost Center: 34000 - 2525 Dermatology

Union: SHARE (State Healthcare and Research Employees)

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

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.

Performs duties requiring advanced level secretarial and administrative support skills to assist the head of a division or corporate function. Assists executives by relieving them of details and administrative duties. Work is of a confidential nature requiring a broad understanding of UMMHC policies and practices; requires expediting critical matters and effectively interfacing with all levels. May coordinate the work of secretarial and clerical staff.

Position Summary:

Performs administrative support and secretarial duties for assigned departments. Assists management by relieving them of day-to-day details and administrative duties. Work may be of a confidential nature requiring an understanding of UMMHC policies and practices, requiring expediting critical matters and effectively interfacing with all levels of internal/external personnel.

This position will work under the direction of one or more of the following positions: Associate VP, Senior Director/Director, Senior Academic Administrator/Academic Administrator, Controller-Medical Group, and/or Physicians having both clinical and school side responsibilities.

Major Responsibilities:

1. Provides information and assistance to a variety of high level internal and external contacts to exchange confidential information and expedite matters on behalf of management and staff.
2. Assists in coordination of departmental workflow and ensures effective expediting and follow-up of various matters and problematic issues.
3. Produces spreadsheets, reports, presentations, correspondence, and memos utilizing Microsoft office application software.
4. Proofs and edits material for appropriate grammar, spelling, format and style.
5. Arranges meetings and activities for management and other department staff members.
6. Coordinates large internal and external meetings.
7. May attend meetings in capacity of recording secretary.
8. Makes travel arrangements for management and staff.
9. Triages phone calls and messages, provides information on policies and procedures of the department to customers.
10. Determines appropriate staff members to refer matters.
11. Processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, payroll information, work orders, expense vouchers, etc.
12. Follows-up with personnel outside department and UMMHC to expedite timely action and alleviate, or report delays as appropriate.
13. Assists in special projects.
14. Prepares special ad hoc reports, charts, and graphs.
15. Gathers a variety of documents files and records from sources within and outside of the department and incorporates statistical or financial data as necessary.
16. Sets up and maintains confidential, sensitive files and records, ensuring efficient retrieval of information.
17. Assists in the preparation of and maintains the departmental operating budget report and supporting documentation as needed.
18. Ensures adequate inventory of office supplies and repair and maintenance of office 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.

Position Qualifications:

License/Certification/Education:

Required: Equivalent to high school with additional specialized courses.

Preferred: Associates degree

Experience/Skills:

Required: Minimum of three years of related work experience. Demonstrated expertise utilizing various software applications including word processing, spreadsheet, presentation graphics, and database required. Excellent typing skills. Ability to work independently while prioritizing workload. Excellent verbal and written communication skills required. Strong attention to detail and ability to maintain confidentiality.

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.

Physical Demands and Environmental Conditions:

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

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.

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