EXECUTIVE ASSISTANT (Otolaryngology)

Administrative/Clerical Worcester, Massachusetts


Description

Position at UMass Memorial Medical Group

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 #: 216301

Title: Executive Assistant

Department: Otolaryngology

Location: UMass Memorial Medical Group: University Campus

Grade: 20

Posting Date: August 3, 2021

Shift: Days

Status: Non-Exempt

Union: non-union

Hours: 40

Shift Length: 8

Mon- Fri 8:00 am - 5:00 pm. May be asked to come in early or stay later for meetings.

Position Summary:

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 UMMHC policies and practices. This position handles complex assignments and information/documents of the highest confidential nature and strategic importance.

Major Responsibilities:

  • 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. 
  • 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.
  • 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.
  • 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.). 
  • 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 procedure

Position Qualifications:

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 5 years of related secretarial experience, preferably in a healthcare organization.
  • 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.

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: