Executive Administrative Secretary (Rheumatology)

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 #: 221041

Title: Secretary, Executive Administrative

Department: RHEUMATOLOGY 

Grade: ADM8

Posting Date: November 3, 2021

Status: Non-Exempt

Shift: Days

Union:  SHARE

Hours: 40

Shift Length: 8

Location: UMass Memorial Medical Group: University Campus

Position Summary:

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.

Major Responsibilities:

  • Performs the following lead duties to coordinate activities and assigned personnel:
    • Plays a lead role in implementing new or revised systems and procedures. Performs basic trouble-shooting and provides feedback on process improvements.
    • Orients new employees, trains employees in new procedures and provides on-going instruction as appropriate.
    • Relays work instructions provided by supervisor.
    • Schedules, distributes and monitors the flow of work for assigned group of employees.
    • Provides recommendations to manager or supervisor for the most efficient utilization of assigned personnel.
    • Provides information regarding employee job performance to supervisor.
    • Assists in ensuring that employees are provided with appropriate resources and methods.
    • Reports employee problems or unusual occurrences to the supervisor.
  • Produces correspondence, memos and reports from dictation, drafts, models, etc. Proof reads/edits material for appropriate grammar, spelling and format and style. Prepares high quality presentation graphics (using Power-Point or similar applications software).
  • Composes, or selects standard form letters for supervisor’s response to routine inquiries.
  • Arranges meetings and activities for supervisor 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.

Position Qualifications:

License/Certification/Education:

Required:

  • Associates Degree in Secretarial Science or equivalent.

Experience/Skills:

Required:

  • 3-5 years of secretarial/administrative support experience.
  • Software used: Word processing, spreadsheet, presentation graphics, database.
  • 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: