Administrative Assistant, University Campus, 40 Hour Days

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Exemption Status:

Non-Exempt

Hiring Range:

$ $35.76

Please note that the final offer may vary within this range based on a candidate's experience, skills, qualifications, and internal equity considerations.

Schedule Details:

Monday through Friday

Scheduled Hours:

8 a.m. - 4:30 PM.

Shift:

1 - Day Shift, 10 Hours (United States of America)

Hours:

40

Cost Center:

Administration

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 20,000 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.

Performs duties requiring advanced level secretarial and administrative support skills to provide primary support to the head of a division or corporate function (AVP, Sr Director, Director at the Medical Center or Vice Chair, Divisions Chief, Senior Academic Administrator/Academic Administrator at the Medical Group). Assists management by relieving them of details and administrative duties relating to projects and general operations of the department. Requires expediting critical matters and effectively interfacing with all levels of management. May coordinate the work of secretarial and clerical staff.

I. Major Responsibilities:

1. Produces correspondence, memos and reports from dictation, drafts, models, etc. Proof reads/edits material for appropriate grammar, spelling and format and style. Composes, or selects standard form letters for supervisor's response to routine inquiries. 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. Prepares high quality presentation graphics (using Power-Point or similar applications software).

2. Arranges meetings and activities for management 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.

3. Provides information and assistance to a variety of high level internal and external contacts to exchange confidential information and expedite matters on behalf of management.

4. Receives phone calls and messages, refers matters to appropriate person within department.

5. Provides assistance with administrative processes associated with the department or function. Provides guidance and information to departmental personnel in UMMHC administrative policies and procedures.

6. May assist in the preparation of, and maintaining the departmental operating budget report and supporting documentation. Gathers variety of documents files and records from sources within and outside of the department, incorporates statistical or financial data requiring basic interpretation. Prepares reports using statistical or financial tables, using established formats, graphs and charts.

7. Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment. Ensures basic set up and maintenance of office personal computers and associated equipment. Ensures timely service.

8. Performs miscellaneous clerical duties, including collating, sorting, faxing, filing, and distributing and retrieving documents and mail.

9. May orient new employees, may train employees in new procedures and provide ongoing instruction.  May schedule, distribute, and monitor the flow of work for assigned group of employees.  May provide recommendations to manager for the most efficient utilization of assigned personnel, and also provide information regarding employee job performance, employee issues, and unusual occurrences to supervisor. May assist in preparation of and maintenance of departmental operating budget.    

10. Assists with special projects as necessary.

II. Position Qualifications:

License/Certification/Education:
Required:
1. Associate's degree in Secretarial Science or equivalent

Experience/Skill:
Required:
1. Three (3) years of secretarial/administrative support experience.

2. Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint).  Software used: Word processing, spreadsheet, presentation graphics, database.

3. Excellent typing skills.  Ability to work independently while prioritizing workload. 

4. Excellent verbal and written communication skills.

5. Strong attention to detail and ability to maintain confidentially.

6. 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.

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 We will make every effort to respond to your request for disability assistance as soon as possible.

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