Executive Secretary Job at U Mass Memorial Health in Worcester

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Exemption Status:

Non-Exempt

Schedule Details:

Scheduled Hours:

Shift:

1 - Day Shift, 8 Hours (United States of America)

Hours:

40

Cost Center:

10030 - 2650 Infection Control

Union:

SHARE (State Healthcare and Research Employees)

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver - regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 16,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

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 troubleshooting 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. Proofreads/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.
• Provides information and assistance to a variety of high level internal and external contacts to exchange confidential information and expedite matters on behalf of supervisor and associated staff.
• Receives phone calls and messages, provides information on procedures and standard policies of the department or function to customers, refers matters to appropriate person within department.
• Provides assistance with administrative processes associated with the department or function.
• 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.

Position Qualifications:

License/Certification/Education:

Required:

• Associate 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.

Preferred:

• Previous experience working with Bugsy in EPIC

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.

We're striving to make respect a part of everything we do at UMass Memorial Health - for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health 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 talentacquisition@umassmemorial.org. We will make every effort to respond to your request for disability assistance as soon as possible.