University of Maryland Medical System · 2 days ago
Administrative Assistant, EHS
Baltimore, MD
Full-time
Onsite
Entry Level
$18.75/hr - $30.12/hr
3+ years expThe University of Maryland Medical System (UMMS) is an academic private health system focused on delivering compassionate, high-quality care. They are seeking an Administrative Assistant to provide a variety of administrative services, assist in budget preparation, and manage departmental records and reports.
Hospital & Health Care
Responsibilities
Prepares and ensures the accuracy of a variety of materials (correspondence, memos, grants, confidential documents, policies, procedures, reports, charts, tables, graphs, minutes, medical manuscripts, etc.) in accordance with department procedures. Proofreads typed materials, makes corrections and recommends changes. Edits and makes photocopies as needed. Collates and assembles reports, documents and various materials
Composes responses to routine inquiries in accordance with departmental procedures. Reviews and edits outgoing correspondence for format, typographical and grammatical accuracy, and conformance with procedures
Performs bookkeeping functions, expense account preparation, petty cash, payroll processing, budget monitoring or other financial information monitoring/record maintenance. Reviews and verifies statistical reports, employee time sheets and other reports for completeness, propriety, adequacy and accuracy of computation prior to distribution or use
Collects and compiles a variety of statistical information such as office visit charges, clinical procedures, supplies, medications, patient visits, census data, department activity data, and other such data as required. Performs related duties such as cross-checking, proofing, preparation of tables, completion of forms, etc
Provides support for special projects and assignments. Researches, analyzes, and summarizes information and source materials for reports. Prepares data on projects and studies, such as updating procedure manuals or analyzing department activities
Receives and screens telephone calls and visitors. Independently handles or refers callers to others as appropriate. Determines urgency of situation and calms parents/patients/employees if necessary. Decides emergency need to interrupt, contacts physicians, or administrator and/or clinicians, prioritizes patient/customer problems for referrals and appointments. Demonstrates and observes UMMS guest relations practices when answering telephone and in-person inquires or providing information to patients, visitors and staff
Schedules and coordinates meetings, appointments, and conferences. Prepare agendas and assembles background materials. May attend meetings and prepare notes. Makes necessary arrangement for travel and performs required administrative follow-up and record keeping
Sets up and maintains various department manual and computerized filing systems, particularly confidential files, in accordance with department procedures or TJC record keeping requirements. Enters, updates, and retrieves information stored in files and databases; customizes special reports. Supervises retrieval of medical records, admission sheets, tests, X-rays, etc. where appropriate
Orders and maintains office and/or clinical supplies and equipment using the Materials Management Information System and maintains related expense records. Assists in the care and maintenance of department office equipment
Orders, sorts and distributes incoming and outgoing mail; prioritizes mail for department head/administrator and brings priority items to the supervisor’s attention. Responds to routine correspondence on own initiative
Gives routine assignments to and/or assists in overseeing the general work activities of lower level clerical and secretarial staff as directed by the department head/administrator
Maintains established hospital/departmental unit policies, procedures, objectives, quality assurance, safety, environmental and infection control standards
Attends and participates in in-service training and various educational programs for professional growth and development. Keeps up-to-date on changes in the field
Performs related duties as required
Qualification
Required
Completion of a high school level of course work with attainment of a high school diploma or a state High School Equivalency Certificate (GED) is required
A minimum of three years general clerical/administrative experience in a business, professional office or health care environment, or equivalent, is required
Highly proficient knowledge of computer equipment and various graphics, word processing, spreadsheet and database software packages and the use of various office equipment, such as, photocopy machine, typewriter and FAX machine
Demonstrated ability to type a minimum of 60 WPM is required
Ability to effectively operate a multi-line telephone console, where appropriate, and to use professional telephone etiquette is required
Ability to use resourcefulness in researching various documents, department information screens or other resources to problem-solve in handling telephone and in-person inquiries
Ability to apply UMMS guest relations skills of listening and courtesy, in providing information to and handling inquiries from patients, visitors, staff or other relevant parties
Ability to lift and carry patient medical records or other records/files of no more than 20 lbs., on occasion, is required in some department units
Highly effective verbal communication skills including courtesy, resourcefulness and efficiency in answering questions, giving directions, locating staff and explaining hospital/departmental policies and procedures are necessary
Highly effective writing skills are also required in order to compose correspondence and respond appropriately to confidential memoranda
Preferred
College degree, preferred
An Associates degree or graduation from an accredited secretarial science degree program is preferred
Familiarity with medical terminology is preferred
Proficient transcription skills from dictaphone may be required in some departments
Benefits
Review the 2025-2026 UMMS Benefits Guide
Company
University of Maryland Medical System
The University of Maryland Medical System (UMMS) was created in 1984 when the state-owned University Hospital became a private, nonprofit organization.
10001+ employees
H1B Sponsorship
University of Maryland Medical System has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (11)
2024 (15)
2023 (18)
2022 (9)
2021 (5)
2020 (1)
Funding
Current Stage
Late StageLeadership Team
Kenneth Kozel
President and CEO
Hank Franey
Executive Vice President and CFO
Recent News
2023-06-30
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