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Executive Assistant to the Chair

Employer
University of Massachusetts Medical School
Location
55 Lake Ave North

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Overview

GENERAL SUMMARY:

Under the general direction of the department Chair or Administrator, the Executive Assistant to the Chair performs a variety of confidential and complex duties in support of the department Chair and senior staff.

Responsibilities

ESSENTIAL FUNCTIONS:

 

Academic Coordination                                                   

  • Coordinate the faculty recruitment process. Ensure timely scheduling of interviews and the coordination of all logistics        
  • Update format, and assemble biosketches, publications and other proposal submission documentation
  • Ensure that assigned budgets and post grant award accounts are within budget, balanced, and communicate with vendors and subcontractors to ensure prompt delivery, service, repair, etc.
  • Coordinate the grant submission process, ensuring timely complete submissions
  • Participate in the planning and organization of the office in terms of staffing to ensure project deliverables. Develop a comprehensive knowledge of administrative activities of the department and the Medical School

General Responsibilities                                                  

  • Function as an intermediary in communicating sensitive /confidential information to senior administration or external sources and maintain the integrity of personnel files
  • Draft, review, type, proofread, edit, copy, file and prepare routine correspondence for Chair and file a variety of materials such as correspondence, manuscripts, grant applications, reports, lectures, purchase orders, and professional papers        
  • Create, organize and maintain Chair’s calendar, answer and screen telephone calls, take messages or relay information within scope of authority, open, review and prioritize incoming mail and arrange orders and maintain all departmental and Chair office supplies
  • Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports                                       
  • Disseminate agendas, take minutes, and disseminate minutes and other follow up communications

Data Support                                                      

  • Gather, organize, and maintain data and a proficiency in graphing, data-entry, spreadsheet, presentation software and other technical applications.
  • Perform bibliographic retrieval and data management; efficiently and thoroughly researches articles, abstracts, manuscripts, books and scholarly articles

 

Travel and Event Support                                                

  • Screen and /or arrange conferences, retreats, seminars, meetings, interviews and appointments by coordinating facility and service availability within and outside the department, including the coordination and implementation of social functions, honoraria engagements and contracts
  • Ascertain and arrange travel logistics and coordinate schedules; complete travel advances and authorization forms, submit voucher forms with appropriate receipts and information, and maintain travel records

                                                               

Clerical Support                                                 

  • Greet visitors; ascertain their needs and provide information                
Qualifications

                                                                                                               

REQUIRED QUALIFICATIONS:

  • Bachelor's Level Degree or equivalent in Business Administration, Management or Accounting or related field, or equivalent
  • 3 to 5 years of administrative and budgetary experience
  • Proficient in Microsoft Office products: Word, Excel, PowerPoint, and Outlook
  • Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
  • Ability to prioritize and problem solve

Organization

Realize Your Opportunities – A Career at UMASS Medical School

Inside Workings at UMASS Medical School

The University of Massachusetts Medical School (UMMS), the Commonwealth's only public medical school, is proud of our role in serving the people of Massachusetts. Although, its the inside workings of UMMS that makes the difference.

Mission and Culture

  • We’re serious about our mission and about our people. 
  • Real World Impact - Our people get excited about our mission of real-world impact in health sciences education, research and public service.
  • International Prominence and New Opportunities - As this institution has grown to national – and international – prominence, we’ve found new opportunities to train tomorrow’s physicians, nurses and scientists,  discover causes of and cures for disease and help improve the quality of health care.
  • Deep Commitment - With our clinical partner, UMass Memorial Health Care, and our other teaching affiliates, we share a deep commitment to national distinction in patient care.
  • Valued Partnerships – UMMS partners with Commonwealth Medicine, the health care consulting arm of UMMS. Also, UMMS partners with MassBiologics in scientific collaborations, technology management and creating partnerships for the development of products for the benefit of patients.  These valued partnerships help us to provide services and programs to help meet our needs at UMMS and the public.
  • Proud Contributors - People at UMMS enjoy the feeling of going to work every day knowing what they do is truly important and worthwhile.
  • Complementary and Inseparable - These varied parts of our mission and culture are complementary and inseparable.                 

Careers

UMMS, the state’s first and only public academic health sciences center, educates physicians, scientists and advanced practice nurses to heal, discover, teach and care, with compassion.  UMMS is a world-class institution with opportunities to match. 

Competitive Compensation – UMMS offers salaries that are competitive with Worcester-area employers. When combined with our generous benefits, perks, and paid time off, many job seekers are surprised to find a total rewards package that matches or exceeds their current situation.

Targeted Hiring Process – At UMMS, there are actually multiple hiring processes for different segments of our workforce.  In nearly all cases, UMMS hiring process is decentralized, with qualified candidates screened and referred to an academic officer or manager with hiring authority.

24/7 Access to Employment Opportunities – iCIMS is our online job search and application system.  iCIMS is available 24/7 to provide you with a convenient and up-to-date view of the available employment opportunities across our campuses. Updates are made daily and include all faculty and non-faculty position listings from every school and department within the UMMS. When you identify a position you are interested in and qualified for, apply online. New opportunities become available frequently so it pays to check back often!

Benefits

With outstanding benefits, competitive pay, extensive learning opportunities, and a stimulating and attractive work environment, UMMS may be exactly the employer you’ve been looking for.

• Superior Benefits - UMMS offers a wide range of benefits and perks that invite comparison with the best employers in the Worcester area – and with academic institutions anywhere. UMMS provides superior medical and dental coverage for you and your family, fully funded retirement plans, generous time off, a Tuition Assistance Plan – and much more.

• People Centered - UMMS is an employer, but it is also a community. Its comprehensive medical and dental benefits, retirement plans, and even paid holidays reflect an institution built around people, with a deep respect for their differences and needs.

• Commitment to Healthy Living - UMMS provides resources to help you balance work and life and encourages healthy living through great programs and discounts for fitness, physical activity, weight management, nutritional counseling and general wellness available through our health insurance plans.

• Breadth of Offerings - Above all, the breadth of UMMS offerings set the School apart and makes it an environment favored by all sorts of smart, career-savvy people.

Apply for a Job

As an equal opportunity and affirmative action employer, UMMS recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds.

Online - To view all job opportunities and apply online, visit www.umassmed.edu/hr and click on the “Careers” tab.

Start Now and Realize Your Opportunities!

A History of Making Vital Improvements - UMASS Medical School Milestones

1962: Legislation establishes University of Massachusetts Medical School
1970: First medical students begin classes in Shaw Building
1974: First class graduates 16 MDs
1979: PhD program begins
1986: Graduate School of Nursing opens
1986: PhD program becomes Graduate School of Biomedical Sciences
1994: Graduate School of Nursing initiates PhD program
1998: UMass Clinical System and Memorial Health Care merge to form UMass Memorial Health Care
2001: Lazare Research Building opens
2002: Campus Modernization begins on the University Campus
2004: Graduate Entry Pathway Program established at the Graduate School of Nursing
2005: PhD Program in Clinical & Population Health Research established at the Graduate School of Biomedical Sciences
2005: Massachusetts Biologic Laboratories opens new manufacturing and filling facility in Mattapan
2006: Craig Mello, PhD, Blais University Chair in Molecular Medicine and Howard Hughes Medical Institute Investigator, is awarded the Medical School's first Nobel Prize. Dr. Mello shared the 2006 Nobel Prize in Physiology or Medicine with Andrew Fire, PhD, of Stanford University, for their discoveries related to RNA interference.
2007: Michael F. Collins, MD, is named chancellor and Terence R. Flotte, MD, is named dean of the School of Medicine.  
2009: Groundbreaking for the Albert Sherman Center, a 500,000-square-foot research and education facility slated for completion in 2012.
2010: Ambulatory Care Center opens
2012: The Albert Sherman Center, a 500,000-square-foot research and education facility, completed and opens

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