Executive Assistant, University Campus, 40 Hour Days

Exemption Status:

Schedule Details:

Scheduled Hours:

Shift:

Hours:

Cost Center:

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

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.

Position Summary:

The Lead Executive Assistant is responsible for oversight of department scheduling, coordination of day-to-day work activities of assigned administrative staff, and related administrative processes to ensure the efficient operations within the department. Responsible for overseeing the team dynamics of the administrative support depart; including leading, motivating and developing the members of the team. Has knowledge of all functions performed by team members and distributes and monitors the flow of work to assigned staff. Assesses flow and implements adjustments to maximize efficiency within the department. Acts as a resource for the team.

I. Major Responsibilities:

Major Responsibilities:
a. Distributes and monitors the flow of work for an assigned group of employees. Provides training, guidance, and technical assistance to employees within the assigned work area. Assists management in assuring that assigned employees are provided with appropriate resources, materials, and methods. Provides recommendations to management for the most efficient utilization of assigned personnel. Relays work instruction from management.
b. Leads team meetings to review workload and assignments and works with staff to resolve issues and foster process improvements. Coordinates regular development opportunities as a team and for individual members.
c. Works with management to coordinate staff time off and vacation schedules.
d. Reviews all work performed by assigned staff to ensure completeness and quality. Provides information and recommendations regarding employee performance to management. May be responsible for interviewing candidates. Responsible for onboarding new employees and other human resources related activities for the department.
e. Maintains knowledge of procedural, operational, policy, and system changes and effectively communicates changes to the staff. Participates in creating and maintaining policies, procedures, and/or manuals for the department. Makes recommendations to management.
f. Acts as point person for the department - including identifying problems and recommending corrective action to management; maintaining and ordering supply inventory; monitoring maintenance of department equipment/facilities, including administrative conference rooms.
g. Participates in performance improvement initiatives and demonstrates the use of lean and quality improvement in daily operations.

II. Position Qualifications:

License/Certification/Education:
Required:
1. Associate degree (A.A./A.S.) or equivalent from two-year college.

Preferred:
1. Bachelor's degree.

Experience/Skills:
Required:
1. Must have 5 years of related secretarial experience, preferably in a healthcare organization.
2. Must have excellent skills in diplomacy, discretion, tact, and proper judgment.
3. Must have a great attitude with positive approach to people and tasks.
4. Strong analytical and organizational skills, with strong business judgement. Strong attention to detail.
5. Must have ability to prioritize workload of competing importance and multi-task.
6. Must have ability to adhere to an expectation of complete confidentiality on all business matters.
7. Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint).
8. Advanced technical, computer, and internet skills, including video/virtual conferencing software.
9. Must have prior experience managing projects and be confident in handling new tasks.
10. Must have broad understanding of hospital policies and practices.
11. Must be able to work independently, as well as working with others in a team environment assisting when necessary.
12. Must have excellent communication skills with the ability to network effectively with peers.

13. Prior experience in Team Building and developing staff.

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.