Administrative Assistant

Administrative/Clerical Worcester, Massachusetts


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 #: 202685
Title: Administrative Assistant
Department:  Administration
Grade:  13
Posting Date: April 1, 2020
Shift: Days
Status:  Non-Exempt
Union:  Non-Union
Hours: 40 hours
Shift Length: 8 hours
Location: UMass Memorial Medical Center – 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:

  1. Performs the following lead duties to coordinate activities and assigned personnel:
  1. 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.
  2. 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).
  3. Composes, or selects standard form letters for supervisor’s response to routine inquiries.
  4. Arranges meetings and activities for supervisor for the most efficient use of available time. Makes travel arrangements for extended trips and groups.
  5. Coordinates large, complex internal and external meetings. May attend meetings in capacity of recording secretary. Prepares and distributes agenda.
Position Qualifications:



  1. Associates Degree in Secretarial Science or equivalent.



  1. 3-5 years of secretarial/administrative support experience.
  2. Software used: Word processing, spreadsheet, presentation graphics, database.
  3. Additional applications software such as for project management, scheduling, budgetary control, etc. may also be used.

Standards of Respect:

Standards of Respect
We’re striving to make respect a part of everything we do at UMass Memorial – for our patients and for each other. We’re expecting that our new caregivers practice our six Standards of Respect: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player, and Be Kind, to help us make respect a part of how we take care of business everyday.

As an equal opportunity and affirmative action employer, UMMHC recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

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