Secretary, Medical Admin (Multi-Disciplinary Clinic) - 40 hours, days

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 secretarial and administrative support duties for the head of a department or major function and associated staff, where the work requires a thorough knowledge of UMMHC policies and practices. Duties involve interfaces with senior management, and internal and external customers, which require considerable tact and diplomacy. May coordinate associated office activities and assigned staff.

Major Responsibilities

1. May perform duties to coordinate office activities and staff assigned, to include training, and scheduling the work of assigned employees, recommending process improvements and implementing new procedures, and monitoring employee performance.

2. 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 presentation graphics software).

3. Composes, or selects standard form letters for supervisor's response to routine inquiries.

4. Arranges meetings and activities for supervisor for the most efficient use of available time. Makes travel arrangements for extended trips and groups.

5. Coordinates large internal and external meetings. May attend meetings in capacity of recording secretary.

6. 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.

7. 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.

8. Provides assistance with administrative processes associated with the department or function.

9. Processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, work orders, expense vouchers, etc. Follows-up with personnel outside department and UMMHC to expedite timely action and alleviate, or report delays as appropriate.

10. Provides guidance to departmental personnel in UMMHC administrative policies and procedures.

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

12. Assists in special projects. Gathers a 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.

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

14. Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment.

15. Ensures basic set up and maintenance of office personal computers and associated equipment. Ensures timely service.

16. May schedule work for, and provide basic direction to temporary help or clerical office staff.

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

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

19. Ensures compliance with health and safety requirements, with regulatory agencies such as DPH, etc.

All responsibilities are essential job functions.

Position Qualifications

License/Certification/Education: Required: 1. High School diploma. 2. 6-12 months additional specialized secretarial/business office training.

Experience/Skills: Required: 1. 2-3 years of secretarial/administrative support experience. 2. Software used: Word processing, spreadsheet, presentation graphics, database.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

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.