ADMINISTRATIVE ASSISTANT

Facilities & Maintenance Worcester, Massachusetts


Description

Position at UMass Memorial Health

Everyone Is a Caregiver.

At UMass Memorial Health Care, Everyone is a Caregiver regardless of title. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health care system of Central and Western Massachusetts, and a place where we can help you build the career you deserve. We are more than 14,000 employees, working together as one health care system. And everyone, in their own unique way, plays an important part, everyday.

Requisition #: 215532

Title: ADMIN ASSISTANT 

Department: OFFICE OF CAPITAL PLANNING 
Location: UMass Memorial Medical Center

Shift: DAYS

Status: Non-Exempt

Union: NON UNION 

Hours: 40

Shift Length: 8

Position Summary:

Performs duties requiring advanced level secretarial and administrative support skills to provide primary support to the head of a division or corporate function (AVP, Sr Director, Director at the Medical Center or Vice Chair, Divisions Chief, Senior Academic Administrator/Academic Administrator at the Medical Group). Assists management by relieving them of details and administrative duties relating to projects and general operations of the department. Requires expediting critical matters and effectively interfacing with all levels of management. May coordinate the work of secretarial and clerical staff.

Major Responsibilities:

  • Produces correspondence, memos and reports from dictation, drafts, models, etc. Proof reads/edits material for appropriate grammar, spelling and format and style. Composes, or selects standard form letters for supervisor’s response to routine inquiries. Processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc. Follows-up for timely completion of processes. Prepares high quality presentation graphics (using Power-Point or similar applications software).
  • Arranges meetings and activities for management for the most efficient use of available time. Makes travel arrangements for extended trips and groups. Coordinates large, complex internal and external meetings. May attend meetings in capacity of recording secretary. Prepares and distributes agenda.
  • 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.
  • Receives phone calls and messages, refers matters to appropriate person within department.
  • Provides assistance with administrative processes associated with the department or function. Provides guidance and information to departmental personnel in UMMHC administrative policies and procedures.

Position Qualifications:

License/Certification/Education:

Required:

  • Associates Degree in Secretarial Science or equivalent.

Experience/Skills:

Required:

  • Three (3) years of secretarial/administrative support experience.
  • Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint). Software used: Word processing, spreadsheet, presentation graphics, database.
  • Excellent typing skills. Ability to work independently while prioritizing workload. 
  • Excellent verbal and written communication skills.
  • Strong attention to detail and ability to maintain confidentially.
  • Additional applications software such as for project management, scheduling, budgetary control, etc. may also be used.

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.

Standards of Respect: