Job Description

University of Maryland Upper Chesapeake Health (UM UCH) offers the residents of northeastern Maryland an unparalleled combination of clinical expertise, leading-edge technology, and an exceptional patient experience.

A community-based, integrated, non-profit health system, our vision is to become the preferred, integrated health system creating the healthiest community in Maryland. We are dedicated to maintaining and improving the health of the people in our community through an integrated health delivery system that provides high quality care to all. Our commitment to service excellence is evident through a broad range of health care services, technologies and facilities. We work collaboratively with our community and other health organizations to serve as a resource for health promotion and education.

Today, UM UCH is the leading health care system and second largest private employer in Harford County. Our 3,500 team members and over 650 medical staff physicians serve residents of Harford County, eastern Baltimore County, and western Cecil County.

Job Description

Under limited supervision, provides executive support to the President/Chief Executive Officer (CEO) and the various functions of the CEO’s 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/CEO’s 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 Manager’s absence. 
• Assists (in Executive Assistant/Office Manager’s 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 staff’s 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

• Bachelor’s, Associate’s, 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):

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