Senior Executive Assistant to Medical Center President (Project Coordinator)

Administrative/Clerical Worcester, Massachusetts


Description

Position at UMass Memorial Medical Center

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 #: 213694
Title: Sr. Executive Assistant (Project Coordinator)
Department:  Administration
Location: UMass Memorial Medical Center - University Campus
Grade: 21
Posting Date:  April 8, 2021
Shift: 
Days
Status: 
Non-Exempt
Union: Non-union
Hours: 40
Shift Length:  8 hours 

Summary:

Effectively manage a demanding workload under critical time constraints, for multiple competing priorities with a calm, confident and positive attitude. Has the ability to work independently, manage through ambiguity, make timely decisions including prioritization of tasks, able to change direction quickly, multitask and manage time wisely. It is essential to be able to prioritize effectively and handle multiple time-critical tasks simultaneously while creating a positive, warm, welcoming environment for the President’s Office. This role will effectively be the voice and face of the Office of the President for the Medical Center.

Major Responsibilities:

  • Serve as lead of multiple projects including but not limited to:
    • Visual Management System
      • Oversee the monthly production of the visual management system
      • Develop and distribute presentation, including printed version on multiple campuses
      • Ensure timely completion of all aspects of the VMS
      • Requires proficient knowledge of Powerpoint, Excel, Adobe
    • Service Line Meeting Series
      • Collate and create standard data decks for all Service Line meetings, on a monthly basis
      • Ensure timely completion and distribution of all Service Line meeting materials
      • Coordinate meeting logistics so all key personnel can attend
    • Support all Meeting and communication forums led by the President, including virtual town halls
    • Organize logistics for variety of meetings and events – including planning, supporting, and participating in off-site events for large audiences of top executives
    • Organize and coordinate the President’s executive rounding schedule, and other opportunities to increase attendance at events with front line caregivers
    • Assist with coordination and status tracking of the AskMichael program, including concerns, suggestions, stories, follow ups, etc.
    • Coordinate the use of caregiver and patient stories by the President and others at all leadership meetings
    • Coordinate a more robust thank you letter and acknowledgement program by the President’s office, using both traditional notes and the new UMatter recognition portal
    • Manage and maintain org charts for President and Senior Leadership Team, including multiple versions for varying purposes
    • Participates in performance improvement initiatives and demonstrates the use of lean and quality improvement in daily operations
    • Take initiative with little to no guidance
    • Strong attention to detail, timeliness in all aspects of work
    • Assuring the President’s day to day schedule is manageable, achievable and fully aligned with top priorities; providing complete schedule several weeks in advance
    • Manage all aspects of recruiting activities for searches chaired by or requested by the President
    • Manage new employee set up and space coordination and onboarding plan for new hires who report to the President, or as requested
    • Closely collaborate with other Administrative personnel across the system, including UMMHC, Medical School (including 18 clinical department chairs) and Medial Group, and those who support the Medical Center Senior Leadership Team
    • Coordination of all external activities, roles, and relations, including but not limited to MHA and Vizient, etc.

 Qualifications:

Advanced technical and computer skills, including video/virtual conferencing software and entire Microsoft Office suite

Ability to adhere to an expectation of complete confidentiality on all business matters

Ability to effectively and professionally communicate and collaborate with a range of job functions

Anticipate the needs of the President; identify and resolve operational and administrative issues before they arise.

Ability to move quickly within a constantly changing environment

Strong analytical and organizational skills, with strong business judgement and ability to prioritize work of competing importance

Ability to make timely decisions, prioritize, and exercise sound judgment and appropriate urgency in situations that require quick response

Self-starter with ability to work independently and solve problems


License/Certification/Education:

Required:

  • Associate degree (A.A./A.S.) or equivalent from two-year college.
 Preferred:
  • Bachelor’s degree.
Experience/Skills:

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

Standards of Respect: