Senior Assistant, President/Chief Executive Officer and Corporate Board

Company 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 includ