Job Description

Experience the highest level of appreciation at UM Baltimore Washington Medical Center — named Top Workplace in the Baltimore area by The Baltimore Sun two years in a row (2019 & 2020); Top Workplace in the USA for 2021! As part of the acclaimed University of Maryland Medical System, our facility is one of three ANCC Pathway to Excellence® designated hospitals in Maryland. UM BWMC features one of the state’s busiest emergency departments, as well as a team of experts who care for our community and one another. 

The University of Maryland Baltimore Washington Medical Center (UMBWMC) provides the highest quality health care services to the communities we serve. Our medical center is home to leading-edge technology, nationally recognized quality, personalized service and outstanding people. We have 285 licensed beds and we’re home to 3,200 employees and over 800 physicians.

Our expert physicians and experienced, compassionate staff are connected to medical practices in the local community as well as at University of Maryland Medical Center in downtown Baltimore. For patients, this means access to high-quality care and research discoveries aimed at improving Maryland’s health. Our physicians and nursing staff specialize in emergency, acute, medical-surgical and critical care. In addition, our medical center is home to many Centers of Excellence, offering expert outpatient health care.

Job Description

Job Summary

Under limited supervision, provides administrative support to multiple executives (VP, SVP, and above). Performs duties, sometimes of a confidential nature, that require comprehensive knowledge of the organizational policies and operations. Coordinates executive schedule, tracks workflow, ensures paperwork is completed efficiently and appropriate follow up is provided.

Primary Responsibilities

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. Manages and executes multiple projects at one-time, as assigned by the Executive’s.
2. Oversees and maintains an accurate calendar for the Executive’s, schedules meetings/conference calls, plans special events, and screens requests from external customers to evaluate the critical nature of meeting requests.
3. Prepares the Executives in advance of meetings and events by collaboratively reviewing the Executive’s schedule during one-one-meetings, print and collate meeting materials, and effectively communicate urgent issues directly to the Executive’s in a timely manner in order to keep them informed of any and all changes.
4. Works closely with key hospital stakeholders to coordinate and execute conference room set up, catering needs, and audio/visual equipment support for the Executive’s meetings and events.
5. Works closely with the Executive’s leadership team to provide administrative support and guidance, on an as-needed basis.
6. Acts as the Executive’s liaison to proactively address issues that arise within the Executive’s division, coordinates necessary support from key stakeholders, and serves as the point-person to facilitate the resolution of issues independently.
7. Creates all necessary meeting materials and documents, including but not limited to, PowerPoint presentations, Excel spreadsheets and graphs, meeting agenda’s, letters, memorandums and email announcements.
8. Addresses highly sensitive information with the utmost discretion, professionalism and confidentially.
9. Performs all other administrative functions, including but not limited to, receives and screens incoming phone calls, greets guests and visitors in a warm and welcoming manner, processes invoices for payment, orders office supplies, attends and takes meeting minutes, proofreads documents for grammar and accuracy, transcribes documents and recordings, retrieves mail, filing, photocopying, and coordinates travel arrangements in a timely and thorough manner.

Qualifications

Education & Experience - Required

1. High School Diploma or equivalent (GED)
2. 5 years progressively responsible administrative/secretarial experience (including at least 2 years executive level administrative responsibilities), in a business, professional setting.

Education & Experience - Preferred

1. Bachelor’s or Associate's Degree in Business Management/Administration, Secretarial Sciences or related field.

Knowledge, Skills, & Abilities

1. Demonstrated ability to problem-solve a wide variety of complex issues.
2. PC literate with advanced proficiency in Microsoft Office Suite and Internet. Excellent typing and data entry skills are required.
3. Highly effective verbal, written and interpersonal skills to communicate effectively with external stakeholders, medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service. 
4. Knowledge of and ability to understand procedures, practices and policies and communicate administrative decisions to staff.
5. Excellent filing and organization, ability to prioritize own work and that of others.
6. Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines. 
7. Ability to establish and maintain courteous and effective relationships and demonstrate sensitivity and awareness of customer needs. 

Additional Information

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

Compensation:

• Pay Range: $27.44- 38.41

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