Executive Assistant

Company Description

We’re making Maryland stronger!

With roots that go as far back as 1895, the UM Rehab & Ortho Institute continues to be a pioneer in orthopedics and neurological disorders. From bones to brains, our cutting-edge hospital heals even the most serious of injuries, specializing in everything from total joint replacement to spinal cord injuries and neurological condition.  In total, our 141-bed facility welcomes over 3,000 patients every year. As the state’s largest provider of inpatient rehabilitation services, we offer some of the most advanced therapies for stroke, spinal cord injury, traumatic brain injury, orthopedic and sports injury, among many others.

Job Description

Demonstrates competency in performing clerical duties and support consistent with the mission and values of the University of Maryland Rehabilitation & Orthopaedic Institute (UM Rehab) and in accordance with regulatory requirements. Performs management of information tasks that are appropriate to the age, culture, ethnicity, spirituality, and individual needs of the persons served. Serves as a fully engaged member of the interdisciplinary patient care services team.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by the person assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Conducts research and provides administrative support to project initiatives. Prepares presentations for projects for internal and external audiences, including the Board of Directors. Assists in the coordination of special events. Analyzes functional activities using various resource materials, power point, spreadsheet and graphics software.
• Coordinates and tracks workflow, schedules, projects, and committee decisions through the department or hospital to ensure paperwork is complete/appropriate, and follow-up services are provided in a timely fashion.
• Prepares a variety of materials including correspondence, confidential documents, policies, procedures, reports, charts, tables, graphs, etc. in accordance with department procedures and generally accepted administrative practices.  Proofreads typed materials, makes corrections and recommends changes.  Edits and makes photocopies as needed.  Collates and assembles reports, documents and various materials.
• Composes correspondence on complex issues (including those of a highly confidential nature) on behalf of the Executive Office Staff. 
• Receives and reads incoming correspondence and information.  Summarizes and prioritizes review of correspondence.  Screens out items to be handled personally and forwards remainder with necessary background materials.
• Receives and screens telephone calls and visitors.  Independently handles substantive matters or refers callers to others as appropriate.  Acts as an intermediary, interacting with officials, staff at all levels, and the public.  Provides information requiring comprehensive knowledge of institution policies, procedures, and special issues.  Demonstrates and observes the University of Maryland Rehabilitation & Orthopaedic Institute guest relations practices when answering telephone and in-person inquiries or providing information to patients, visitors and staff.
• Anticipates executive’s course of action when absent and facilitates problem resolution.  Makes administrative decisions within authorized scope or directs decision-making to the proper authority.  Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the executive.
• Coordinates schedule and maintains appointment book for the executive office staff as delegated; schedules conferences and committee meetings and makes arrangements for meeting rooms.  Prepares agendas, notes, handouts, memos and various materials.  Maintains mailing lists and coordinates distribution of large volume mailings.  Delivers and picks up time sensitive materials to/from various campus locations as necessary.
• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
• Establishes and maintains complex and sensitive filing systems in accordance with department procedures and The Joint Commission record keeping requirements.  Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• Gives routine assignments to and/or assists in overseeing the general work activities with priority projects which involve other hospital departments.
• Respect for individuals, Customer Service, Teamwork and Collaboration:
  • Performs management information tasks that are appropriate to the age, culture, eth