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UMass Memorial Health · 1 day ago

Secretary, Executive Admin (Psych) - 40 hours, days

Worcester, MA

Full-time

Onsite

Mid Level

$23.81/hr - $40.14/hr

3+ years exp

UMass Memorial Health is a premier health system in Central Massachusetts, seeking an Executive Administrative Secretary to provide advanced secretarial and administrative support to executives in the Psychiatry Administration. The role involves coordinating activities, managing schedules, and ensuring efficient administrative processes while maintaining confidentiality and compliance with policies.

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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. 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

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

Provides guidance to departmental personnel in UMMHC administrative policies and procedures

Assists in the preparation of, and maintains the departmental operating budget report and supporting documentation

Assists with special projects. 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

Sets up and maintains confidential, sensitive files and records for multiple functions, ensuring efficient retrieval of information

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

May schedule work, and provide basic direction to temporary help or clerical and secretarial staff

Performs miscellaneous clerical duties, including collating, sorting, faxing, filing, and distributing and retrieving documents and mail. Records and relays phone messages

Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations

Qualification

Credentialing experienceSecretarial/administrative supportWord processingSpreadsheet softwarePresentation graphicsDatabase softwareProject management softwareScheduling softwareBudgetary control softwareSoft skills