POSITION SUMMARY
Under the general supervision of a department manager provides a variety of administrative tasks in support of the daily activities of a departmental office.
Principal Duties:
1. Determines correct format for correspondence and reporting along with administrative procedures for the office.
2. Maintains appropriate office supplies, forms, publications and ensures filing systems are up to date. In collaboration with supervisors work to resolve any problem that hampers the effectiveness of the departments operation.
3. Coordinates efforts with other departments and outside vendors to ensure information is constantly and consistently being made available to Department Supervisors and staff.
4. Coordinates and assists with the department’s financial accountability.
5. Operates computers and programs such as Microsoft Office, Payroll Systems, Purchasing Systems, and various other departmental databases.
6. Supports the activities of the office including the maintaining scheduled activities.
7. Prepares activity, financial and statistical reports.
8. Enforces departmental and UM CAP policies and procedures.
9. Performs related work specific to the office/department served as assigned.
Customer Service:
1. Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.
2. Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open ended questions, such as “How may I be of help to you?” using the customer’s name as soon as it is learned.
3. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.
4. Keeps customer’s information confidential, including public places such as elevators or the cafeteria.
5. Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.
6. Demonstrates commitment to excellent service recovery when a customer’s expectations have not been met.
Commitment to Co-Workers:
1. Offers assistance to colleagues and other departments when needed.
2. Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.
3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.
4. Mindful and respectful of others’ time and schedules. Attends meetings on time and communicates any absences.
5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department
Communication Etiquette:
1. Respectful, courteous and professional in all forms of communication and follows facility’s service communication protocol in all interactions.
2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.
3. Does not text or use e-mail during meetings (except for exigent or emergency situations).
4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).
5. Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate). Asks permission before placing the caller on hold or using the speakerphone. If caller is transferred, gives the caller the extension number of the person he or she is being transferred to. Offers further assistance to the caller upon completing the conversation.
6. Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.
7. Returns email and voicemail messages promptly but no later than within one business day (24 hours).
8. Always mindful of voice and language in public.
Self Management:
1. Reports to work appropriately groomed and in compliance with the Hospital’s dress code. Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.
2. Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.
3. Completes mandatory, annual education and competency requirements.
4. Follows UMCAP safety, infection control and employee health standards.
5. Demonstrates responsibility for personal growth, development and professional knowledge and competency.
6. Adhere to all UMCAP and department policies and procedures, including Code of Conduct and professional behavior standards. Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences. Provides notification of absences, lateness and vacation requests according to department guidelines. Respects length of time for lunch and break times.
7. Reviews, signs, and adheres to UMCAP and/or departmental confidentiality statement.
Company DescriptionWhen you come to the University of Maryland St. Joseph Medical Center, you’re coming to more than simply a beautiful 37-acre, 218-bed suburban Baltimore, Maryland campus. You’re embarking on a professional journey that encourages opportunities, values a team atmosphere, and makes convenience and flexibility a priority. Joining our team of healthcare professionals means you’ll be contributing to a locally and nationally recognized institution. UM St. Joseph has been recognized by The Leapfrog Group as a grade ‘A’ hospital and by U.S. News & World Report as #3 in both the state and Baltimore Metro area, making UM St. Joseph the highest-ranking community hospital in Maryland. In addition, we’ve been consistently recognized as a top employer by Baltimore magazine.
QualificationsPOSITION REQUIREMENTS:
Education/Knowledge
Attained Level: Entry level
Preferred: AA Degree
Applicable Experience
Experience (years): Required: 3 years Preferred: 3 - 5 years
Three years administrative support experience including one year in a lead or higher capacity and one year in work related to the office/department to which assigned.
Technical/Clinical Skills
Microsoft Office Suite Skill Level
Word: Intermediate Excel: IntermediatePowerPoint: IntermediateBasic knowledge and working experience with Medical Terminology
Standard Office Equipment (list): Computers and Copiers
Communication Skills & Abilities
Select highest applicable level: Exchange Information on Factual Matters
Problem Solving/Analytical Skills & Abilities:
Administrative Support
Additional InformationAll your information will be kept confidential according to EEO guidelines.
Compensation:
Pay Range: $28.82-$40.35
Other Compensation (if applicable):
Review the 2024-2025 UMMS Benefits Guide
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