General Summary

Under limited supervision this position is responsible for providing executive-level, complex coordination and support to the CEO and the various functions of the CEO’s office. Utilizes diplomacy and discretion during the day-to-day activities and requires an understanding of the confidential nature involved in many of the CEO’s office functions.

Regularly required to resolve complex administrative problems independently. Coordinates Chief Executive Officer’s schedule, tracks workflow, ensures paperwork is completed and appropriate follow up is carried out.

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. Provides multi-faceted administrative support and assistance to ensure effective use of CEO’s time and productive interactions internally and externally. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages the Executive's schedule, which often entails meeting preparations, follow-up tasks, and other matters related to scheduling.
2. Conducts research and information gathering on behalf of the CEO for scheduled meetings and prepares summaries and reports when necessary. Develops positive and strategic relationships at all levels of the medical center and University of Maryland School of Medicine. Uses discretion, judgement, and knowledge of the medical center and its partners to facilitate the CEO's activities and maintain confidentiality.
3. Analyze problems or issues of diverse scope and determine resolutions and interpret policies (e.g., fiscal management, HR, research administration in defined areas). Interpret procedures and policies to determine appropriate action in matters of significance.
4. Acts as an intermediary for Chief Executive Officer. Interacts with high level contacts requiring considerable discretion and initiative. Makes decisions on specific operating problems within authorized scope.
5. Independently composes confidential correspondence, memoranda, documentation and presentation material on a wide variety of subjects requiring a thorough knowledge of the policies and procedures. Reviews, summarizes and responds to documents as required.
6. Coordinates and maintains executive schedules; anticipates Chief Executive Officer’s course of action. Schedules and coordinates meetings, appointments and travel arrangements. Compiles agenda and briefing material; briefs Chief Executive Officer on pertinent agenda issues and prepares minutes for meetings. Point-person for follow-up on meetings, projects and initiatives. Ensures CEO is fully brief before meetings.
7. Oversees special projects, assignments and strategic work. Carries out background research on emerging issues, tracks progress and deadlines to ensure work is completed in a timely manner, and identifies areas which require Chief Executive Officer’s immediate attention.
8. Acts as a resource for problem identification and resolution, answers questions, provides guidance, troubleshoots, and follows up in resolving problems both internal and external.
9. Compiles, analyzes and verifies complex financial and/or statistical data. Prepares financial and operational reports, analyzes progress and adverse trends and makes appropriate recommendations or conclusions. Prepares and monitors expense accounts. 
   1. Ensures policies and procedures are up-to-date and modified in accordance with hospital objectives and changes to process, etc. Reviews current practices and provides recommendations as appropriate. 
   2. Sets up and maintains paper and electronic filing systems in accordance to departmental procedures or The Joint Commission record keeping requirements.
   3. Coordinates and implements special events: publicity, invitations, audio-visual, and/or refreshments. 
   4. As needed, assists in monitoring the Administration operating budgets and developing cost saving initiatives. Assists in maintaining financial records of special accounts, grants, awards, etc.
   5. Oversees and follows-up as needed on purchases made by the administrative staff.

Renowned as the academic flagship of the University of Maryland Medical System, our Magnet®-designated facility is a nationally recognized, academic medical center with opportunities across the continuum of care. Come join UMMC and discover the atmosphere where talents and ideas come together to enhance patient care and advance the science of nursing. Located in downtown Baltimore near the Inner Harbor and Camden Yards, you won’t find a more vibrant place to work! 

Education and Experience

1. Associate's Degree in Business Management/Administration, Secretarial Sciences or related field preferred.
2. 7 years progressively responsible administrative/secretarial experience (including at least 2 years executive level administrative responsibilities), in a business, professional or health care environment is required.
3. One year of supervisory experience is preferred.
4. Familiarity with medical terminology is preferred. 

Knowledge, Skills and Abilities

1. 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.
2. Knowledge of and ability to understand procedures, practices and policies and communicate administrative decisions to staff.
3. PC literate with advanced proficiency in Microsoft Office Suite and Internet. Excellent typing and data entry skills are required.
4. Excellent filing and organization, ability to prioritize own work and that of others.
5. Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
6. Need to be able to prioritize and reprioritize tasks on a daily basis.
7. Demonstrated ability to problem-solve a wide variety of complex issues.
8. Ability to establish and maintain courteous and effective relationships, and demonstrate sensitivity and awareness of customer needs.

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