Senior Assistant, President/Chief Executive Officer and Corporate Board

Under limited supervision provides executive support to the President/Chief Executive Officer (CEO) and the various functions of the CEOs office including responsibilities to the Board of Directors.  Partners with the executive to ensure the timely and effective advancing of the priorities of the University of Maryland Upper Chesapeake Health (UM UCH) by facilitating the completion of important goals projects and strategic initiatives.  Regularly required to work autonomously prioritize effectively maintain confidentiality and build strong working relationships with team members across the UM UCH and University of Maryland Medical System (UMMS).  Serves as Assistant Secretary to UM UCH & Upper Chesapeake Medical Center (UCMC) Boards of Directors.

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 responsibilities performed.

• Coordinates administrative and Board of Directors meeting schedules dietary and conference room needs. Works with President/CEO Board Chairman and Board Committee chairpersons to establish meeting dates. May assist Executive Asst. with maintaining President/CEOs calendar coordinating meetings/appointments.
• Prepares agendas CEO monthly interim reports to the Board Board/Committee meeting schedules taking corporate minutes preparing related Board action/assignment of responsibility memo maintaining minute books/records preparation of other Board-related materials general oversight of all Board/Committee mailings knowledge of various organizations structure bylaws etc.   
• Coordinates and prepares UM UCH/Hospital Board meeting mailings with appropriate follow-up to ensure all materials (minutes executive summaries Medical Staff credentialing items etc.) are complete for mailing. Work with President/CEO to determine formats to be used for Board/Committee mailings; advises support staff of same.
• Works with executive assistants assigned responsibility to take Board/Committee meeting minutes to ensure information from those meetings flows to appropriate Board(s) for information/action.
• Establishes and maintains records files effective follow-up systems (includes maintaining permanent UM UCH and certain affiliate corporate/Board records).  Maintains UM UCH and assigned affiliate corporate bylaws rosters and UM UCH Board orientation manual. Coordinates revisions (with legal counsel if required); distributes to appropriate individuals.  (Works with executive assistants assigned responsibility for certain Boards to maintain these items for their assigned Board.)
• Coordinates completion of annual Director Disclosure questionnaires process and HSCRC-required reporting for hospitals in conjunction with UMMS Compliance Office.  Prepares/maintains Board self-evaluations confidentiality disclosures individual member files etc.
• Schedules/coordinates travel arrangements for President/CEO Chairman of the Board and other selected individuals as required.  Coordinates arrangements for Board retreats.
• Provides administrative support to UM UCH Board Chairman and maintains his/her schedule of various UM UCH-related meetings. Composes and/or types letters for Board Chairman and/or Board Committee chairpersons as needed. 
• Assists with providing President/CEO with administrative support and/or supervision as required In Executive Assistant/Office Managers absence. 
• Assists (in Executive Assistant/Office Managers absence) with management of all administrative details and process-oriented projects for Administration in general through consistent contact with Senior Leadership and their assistants.  Projects may include the need to replace or purchase new equipment physical moves of office equipment large mailings or any action required the pooling of administrative personnel and clerical support staff to complete the task.  
• Provides direction to Senior Leadership executive administrative/support staff regarding Board-related matters only. With appropriate input from President/CEO sets guidelines and provides direction on expectations and importance of support staffs responsibilities related to Board and/or Board Committee mailings/meetings.
• Meets with Corporate Office UM UCMC etc. support staff/office managers individually or as a group to discuss guidelines consistency in format and responsibilities associated with Board/Board-related meetings and mailings as needed.
• Maintains UM UCH Board Policy and Procedure manual. Provides Senior Leadership with updates/revisions as required.
• Maintain personal Job Tasks and Responsibilities Manual to include direction/instruction for standing duties and responsibilities and timeline for required follow-up. 
• Perform all other duties as assigned.

Qualifications :

Education & Experience - Required

• A minimum of five (5) years experience in a dedicated secretarial position with supervisory experience reporting to executive management. 
• Knowledge of board governance. 
• Experience in administrative management and the operations and services of a Board of Directors.   

Education & Experience - Preferred

• Bachelors Associates or Technical Degree in Business Management Secretarial Science Paralegal or other related field. 
• Experience in an institutional healthcare setting. 
• Paralegal experience.

Knowledge Skills & Abilities

• PC literate with advanced proficiency in Microsoft Office Suite internet and virtual technology.  Excellent typing and data entry skills are required.
• Must possess critical thinking skills and the ability to exercise good judgement within the scope of designated responsibility and authority.
• 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. 
• Ability to maintain confidentiality work under pressure handle multiple tasks and meet related deadlines.
• Demonstrated ability to problem-solve a wide variety of complex issues.
• Ability to establish and maintain positive and effective working relationships and open lines of communication
• Ability to handle multiple tasks simultaneously and prioritize work assignments
• Ability to assist with management of departmental work as requested.
• Demonstrated ability to handle materials and communications of a sensitive and confidential nature.
• Demonstrated skill in taking and transcribing dictation and corporate meeting minutes and composing appropriate responses to correspondence.

Additional Information :

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

Compensation

• Pay Range: $42.64-$64/hr exempt position
• Other Compensation (if applicable):
• Review the 2024-2025 UMMS Benefits Guide