Supv Executive Admin Ops, 40 Hours, Days

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Schedule Details:

Monday through Friday

Scheduled Hours:

8:00-4:30

Shift:

1 - Day Shift, 8 Hours (United States of America)

Hours:

40

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

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 16,000 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.

I. Major Responsibilities:

1.Provides administrative support to Tier B Executive by composing correspondence, memos, setting agendas, and utilizing software to format and generate various materials including correspondence, reports, charts, etc. Analyzes and reviews confidential data, resolving issues and creating reports as needed. Provides administrative support during emergency management activations.

2.Coordinates large, complex internal and external meetings, events and programs as needed. Provides support to Tier B Executive by preparing agendas, presentations, handouts, and recording minutes at meetings.

Functions as a facilitator for projects and ensures completion of identified action items resulting from meetings. Leads and/or manages projects related to hospital operations.

3.Provides information and assistance to a variety of high level internal and external contacts to exchange confidential information and expedite matters on behalf of senior leaders. Troubleshoots issues presented to the department and refers matters to the appropriate individual within the organization.

4.Acts as a liaison between UMMHC, UMMMC and UMMS Administrative Offices. Maintains effective liaison with a variety of staff and management in various departments throughout the organization and coordinates the resolution of a variety of administrative issues.

5.May serve as a first contact for key constituents, which may include new management personnel, physicians, clients and patients. Acts as a point person for the administrative suites at three campuses in areas such as facilities, equipment, organizational initiatives, and any other efforts that affect staff within the administrative suites. Identifies and acts upon urgent issues or situations as warranted (e.g., water shut-downs).

6.Manages activities as related to the job function to ensure department financial goals are met. Ensures adequate inventory of office supplies and the basic maintenance of office equipment.

Ensures adequate equipment and supplies for the department. Interacts with vendors regarding equipment purchases and repairs. Re-orders and coordinates with Purchasing, vendors, as required. Responsible for capital expenses and has authority to sign off on capital invoices per budget guidelines.

7.Plans, organizes, delineates and schedules duties and responsibilities of office or department staff and is responsible for assuring appropriate training and continuing-in-service training instruction of all assigned personnel. Coordinates phone coverage in support of senior leaders.

Documents employee and patient complaints that come directly to the Tier B Executive and provide guidance and follow-up. May work with patient care services representatives resolving patient complaints and Human Resources for resolving employee complaints.

8.Serves as a role-model and mentor to clerical administrative staff throughout the organization.

9.Coordinates the administrative functions for the department including but not limited to payroll, supplemental payments, room and AV equipment reservations, facilities and IT--related needs, and other related activities. Advises and guides management to ensure all human resource and payroll actions are in conformance with employment, benefit practices and accounting procedures. Investigates all discrepancies and resolves all payroll problems.

10. May draft and maintain the Administrator On-Call schedule, and develop administrative support schedule for Emergency Management plan at the Medical Center to ensure there is proper set up and coverage during actual emergencies in the Command Center.

11. May maintain vendor contract files and work with department management and the Legal Department when reviewing, renewing contracts. Processes all applicable payments as warranted. Processes payments for expenses incurred by the department and monitors expenses as appropriate.

12. Provides reports, answers questions, and assists as needed for and in the absence of senior leaders. Assists in the coordination of strategic projects collaborating with other departments as needed.

All responsibilities are essential job functions.

Standard Management Level Responsibilities:

1.Directs and supervises assigned personnel including performance evaluations, scheduling, orientation, and training. Makes recommendations on employee hires, transfers, promotions, salary changes, discipline, terminations, and similar actions. Resolves grievances and other personnel problems within position responsibilities.

2.Develops and recommends the budgets for the areas managed. Manages activities to assure financial goals are met.

3.Coordinates the assignment of tasks and helps resolve technical and operational problems. Evaluates the impact of solutions to ensure goals are achieved.

4.Provides effective direction, guidance, and leadership over the staff for effective teamwork and motivation, and fosters the effective integration of efforts with system-wide initiatives.

5.Encourages and supports diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, respect, tolerance, civility and acceptance toward all employees, patients and visitors.

6.Integrates diversity into departmental objectives, such as hiring, promotions, training, vendor selections, etc.

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

8.Ensures compliance with regulatory agencies such as Joint Commission, DPH, etc. Develops and maintains procedures necessary to meet regulatory requirements.

9.Ensures that department complies with hospital established policies, quality assurance programs, safety, and infection control policies and procedures.

10. Ensures adequate equipment and supplies for department.

11. Develops and maintains established departmental policies, procedures, and objectives.

12. Ensures compliance to all health and safety regulations and requirements.

13. Maintains, regular, reliable, and predictable attendance.

14. Performs similar or related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications:

License/Certification/Education:

Required:

1.Bachelor's degree in Business Administration or equivalent.

Preferred:

Experience/Skill:

Required:

1.Must have 10 years of related secretarial experience, preferably in a healthcare organization, with some supervisory and/or team lead experience required.

2.Proven leadership skills.

3.Must have excellent skills in diplomacy, discretion, tact, and independent judgment pertaining to matters of significance.

4.Expert ability to manage multiple tasks simultaneously and adapt to changing priorities.

5.Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint) and have internet skills.

6.Must have broad understanding of hospital policies and practices.

7.Must demonstrate effective interpersonal relationships, provide superior customer service and communicate well both verbally and in writing.

8.Proven ability to work accurately, pay close attention to detail, and maintain discretion and confidentiality at all times.

Preferred:

1.Previous supervisory experience.

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.

Department-specific competencies, including age-specific competencies, and their measurements will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.

III. Working Conditions:

Position is primarily sedentary, with occasional standing and walking required. Position requires frequent use of computer, and therefore, requires being able to use keyboard, printer, and reading of developed material. Position requires work indoors in normal office environment.

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.