Executive Assistant, On-Site

The University of Maryland Medical System (UMMS) serves more than one million patients and families every year. More than 29,000 employees and 4,600 providers work at UMMS. Each and every one of these individuals – from the patients we care for, the family members we reassure to our colleagues that we champion – represent the amazingly vibrant communities we serve. And we continue to seek out qualified candidates who reflect the values, backgrounds and stories of our neighbors and patients. We want to hear your voice, learn from your experiences, and be shaped by your insight as part of our workforce. After all, when we come together from different walks of life, we become stronger, better, and more empathetic.

General Summary

Under general supervision, provides administrative and project support to one or more executive staff members. Performs duties of a highly confidential nature that require comprehensive knowledge of the organizational policies and operations. Prepares and/or drafts confidential documents, sets up meetings and acts as an intermediary for executives.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Acts as an intermediary for executives. Independently responds and refers telephone calls and inquiries as appropriate. Composes confidential correspondence, memoranda, charts, graphs and presentation material for formal presentations. Summarizes correspondence.

2. Schedules and coordinates meetings, appointments, conferences, travel and lodging. Prepares agendas, assembles background material for meetings and briefs executives prior to meetings. Writes minutes for meetings and initiates follow-up.

3. Compiles and reviews financial and/or statistical data for the departmental unit. Creates monthly justification reports for expenses of unit. Authorizes expenditure for petty cash distribution and other departmental funds.

4. Monitors, maintains and balances departmental budget, grants, special funds and expense accounts. Assists with projections and preparation of budgetary recommendations and identifies and resolves anomalies.

5. Provides coordination and/or leads projects and contributes to assignments; tracks progress to ensure work is completed in a timely manner.

6. Provides information requiring comprehensive knowledge of institution policies and procedures and special issues. Anticipates executive’s course of action and facilitates problem resolution. Makes administrative decisions within authorized scope and refers decision-making when appropriate.

7. Sets up and maintains various paper and electronic confidential filing systems in accordance with departmental procedures or The Joint Commission record keeping requirements. Carries out other administrative tasks as required; orders and negotiates cost of office supplies, equipment and maintenance contracts. Recommends cost savings where appropriate. Assists in the coordination of special events.

8. Reads, summarizes and prioritizes incoming correspondence and information for review. Identifies background information as required. Screens out items that can be handled independently.

Education and Experience

• High School Diploma or equivalent (GED) required. Associates Degree is preferred.
• Five years progressively responsible secretarial experience including executive level administrative responsibilities.
• Experience working in a business, professional or health care environment is required.
• Familiarity with medical terminology is preferred.

Knowledge, Skills and Abilities

• PC literate with advanced proficiency in Microsoft Office Suite and Internet. Excellent typing and data entry skills are required.
• Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service.
• Knowledge of and ability to understand procedures, practices and policies and communicate administrative decisions to staff.
• Excellent filing and organization skills, with ability to prioritize own work and that of others.
• Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
• Ability to establish and maintain courteous and effective relationships and demonstrate sensitivity and awareness of customer needs.

Working Conditions

• Weekend, shift work, holiday, on-call, and overtime may be required.
• Work is primarily performed in a standard office environment.

All your information will be kept confidential according to EEO guidelines.