Administrative Assistant MRMC

Administrative Assistant MRMC at UMass Memorial Health

At UMass Memorial Health, every individual contributes to patient care, regardless of their specific title or responsibilities. As the premier health system of Central Massachusetts, we are a collective of over 20,000 employees dedicated to healing our patients, community, and each other. We are committed to helping you build a rewarding career here.

This role involves performing advanced secretarial and administrative support duties, primarily assisting the head of a division or corporate function such as an AVP, Senior Director, or Director at the Medical Center, or a Vice Chair, Divisions Chief, or Senior Academic Administrator/Academic Administrator at the Medical Group. The Administrative Assistant MRMC will relieve management of detailed administrative duties related to projects and general departmental operations, requiring the ability to expedite critical matters and effectively interact with all levels of management. There may also be responsibilities to coordinate the work of other secretarial and clerical staff.

Major Responsibilities

• Produces various documents including correspondence, memos, and reports from dictation, drafts, or models. Proofreads and edits material for correct grammar, spelling, format, and style.
• Composes or selects standard form letters for supervisors to respond to routine inquiries efficiently.
• Processes a range of standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, and expense vouchers, ensuring timely completion.
• Prepares high-quality presentation graphics using applications like PowerPoint or similar software.
• Arranges meetings and activities for management to optimize their time, including making travel arrangements for extended trips and groups.
• Coordinates large and complex internal and external meetings, and may serve as a recording secretary, preparing and distributing agendas.
• Provides information and assistance to a diverse group of high-level internal and external contacts, exchanging confidential information and expediting matters on behalf of management.
• Manages phone calls and messages, directing inquiries to the appropriate departmental personnel.
• Offers assistance with administrative processes specific to the department or function.
• Provides guidance and information to departmental staff regarding UMMHC administrative policies and procedures.

Position Qualifications

Required Education

• Associate's degree in Secretarial Science or an equivalent qualification.

Required Experience/Skills

• Minimum of three (3) years of secretarial/administrative support experience.
• Excellent keyboarding skills and proficiency in Microsoft products, including Excel, Word, and PowerPoint.
• Familiarity with software for word processing, spreadsheets, presentation graphics, and databases.
• Strong typing skills.
• Ability to work independently and effectively prioritize workload.
• Excellent verbal and written communication skills.
• Strong attention to detail and ability to maintain confidentiality.
• Experience with additional applications software for project management, scheduling, or budgetary control may also be utilized.

An equivalent combination of education and experience that provides the necessary proficiency may be considered in lieu of stated requirements, unless certification, licensure, or registration is specifically mandated.

Key skills/competency

• Administrative Support
• Executive Assistance
• Microsoft Office Suite
• Meeting Coordination
• Travel Arrangements
• Confidentiality
• Document Preparation
• Presentation Graphics
• Workflow Management
• Communication Skills