University of Massachusetts Medical School

  • Executive Assistant II – CWM

    Minimum Salary US-MA-Shrewsbury
    Job Location 1 week ago(11/5/2019 2:21 PM)
    Requisition Number
    2019-34113
    # of Openings
    1
    Posted Date
    Day
    Shift
    Exempt
    Exempt/Non-Exempt Status
    Non Union Position -W60- Non Unit Professional
  • Overview

    POSITION SUMMARY: 

    Under the director of the Administrative Services Manager the Executive Assistant II – CWM provides advance support to the Managing Director, Clinical Delivery & Informatics Solutions (MD, CDIS), MD, Public and Private Health Solutions (PPHS) and the Entity Information Officer (EIO) by performing complex and varied administrative, financial and enterprise wide support functions based on Commonwealth Medicine’s (CWM) strategic priorities.  Manages communications and activities between CWM executives and UMMS community ensuring items requiring follow-up are dealt with.  Primary contact with customers, press and outside agencies/organizations for executive providing information, explaining programs, policies and activities as related to administrative, fiscal, operational and personnel.  Participates in committees and manages complex projects and initiatives for executive.  Work involves handling of confidential and time sensitive information/materials.  Position may provide support to one or more executives including their direct reports.

    Responsibilities

    ESSENTIAL FUNCTIONS:

    • Supports the MD, CDIS and EIO with enterprise wide technology and informatics solutions for Commonwealth Medicine.
    • Provides dynamic enterprise wide project prioritization, database management, time management and independent judgment to manage analytic and organizational projects.
    • Attends with executive or as representative both internal and external meetings and special events providing follow-up details with outstanding issues and manages the communication process.
    • Researches, collects and prepares information for use in discussions/meeting for executive. Arranges presentation materials for executive meetings.  Keeps executive informed of pertinent information.
    • Manages executive calendars, appointments, travel plans, records and files. Collaborates with internal staff to confirm executive’s schedule reflects strategic priorities.
    • Develops and manages annual budget and planning documents monitoring the budget throughout the fiscal year. Reconciles budget and presents variance and forecast reports to executive. 
    • Coordinates with internal staff responding to request on behalf of executive, ensuring a timely and appropriate response is received.
    • Manages communications and activities between executive and other senior leaders making sure items requiring attention and follow-up are dealt with.
    • Primary contact with other departments, customers, press and outside agencies/organizations for executive providing information, explaining programs, policies and activities as related to administrative, fiscal, operational and personnel.
    • Provides administrative support to the Office of the Executive Vice Chancellor, CWM for special projects, status reports and coordinates activities/events.
    • Participates in institutional committees and manages complex projects and initiatives for executives.
    • Provides advice on human resources and payroll policies and procedures oversee the processing of transactions and reviews reports.
    • Composes and distributes correspondences, notices, forms, memoranda, calendars, manuals, presentations, brochures and other related materials.
    • Maintains confidentiality of information regarding business, reports and documents and uses discretion when disseminating the information.
    • Perform other duties as assigned.

    Qualifications

    REQUIRED QUALIFICATIONS:

    • Bachelor’s degree in Business Administration, Management or Accounting or related field, or equivalent
    • 5 to 8 years of administrative and budgetary experience.
    • Proficiency in use of PC, database, spreadsheet and word processing application software.
    • Demonstrates excellent analytical, organizational, and time management skills. Utilizes independent judgment.
    • Proven written and oral communication skills.
    • Excellent interpersonal skills with the ability to use discretion and good judgment while maintaining confidentiality.
    • Demonstrated time management and problem-solving skills with ability to organize and prioritize workload, foresee problem areas and seek immediate action meeting deadlines.
    • Previous project management experience desirable.
    • Occasional travel to other UMMS locations and events.

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