The University of Maryland Medical System (UMMS) is an academic private health system, focused on delivering compassionate, high quality care and putting discovery and innovation into practice at the bedside. Partnering with the University of Maryland School of Medicine, University of Maryland School of Nursing and University of Maryland, Baltimore who educate the state’s future health care professionals, UMMS is an integrated network of care, delivering 25 percent of all hospital care in urban, suburban and rural communities across the state of Maryland. UMMS puts academic medicine within reach through primary and specialty care delivered at 11 hospitals, including the flagship University of Maryland Medical Center, the System’s anchor institution in downtown Baltimore, as well as through a network of University of Maryland Urgent Care centers and more than 150 other locations in 13 counties. For more information, visit www.umms.org.

Under general supervision, provides a variety of administrative services to an organizational unit requiring a thorough knowledge of departmental practices and procedures. Assist in budget preparation and control activities as well as the preparation and control of records, statistics and reports regarding operations, personnel changes, etc. Research, collect and prepare data for management assignments, reports and presentations. Utilize personal computer, word processing, spreadsheet applications and database management in performing tasks. May provide work direction to lower level clerical staff.

Principal Responsibilities and Tasks

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 duties performed by personnel so classified.

Administrative Assistants perform administrative duties for various departments throughout the Medical System and duties vary slightly based upon the needs of the particular department; major responsibilities are as follows:

• Provides administrative support to the department, including screening phone calls, reviewing voice mails, relay messages, greeting visitors, processing mail and faxes, and schedule in-services for the department.
• Scheduling meetings and handle any meeting needs including dietary, teleconferencing equipment and coordinating calendars.  Ensures rooms are prepared and ready for meeting.
• Serves as a recording secretary for meetings and committees and distributes minutes in a timely manner.
• Prepares orientation packages for new team member orientation.
• Types, copies, collates, files, and distributes material needed for orientation, in-services, and workshops requested by the department team members.
• Manages financial transactions and receipts for hospital patient transportation bills, various invoices, assisted living facilities, nursing home, private duty care, etc.
• Assists with clerical, PC and supply needs.  Maintains and orders office supplies, utilizing the principles of cost containment, conserving equipment and supplies for both hospitals.
• Collaborates with the leadership to maintain population health budget
• Demonstrates a friendly, helpful, approachable, and professional demeanor congruent with the UM UCH Just Culture.
• Processes information assuring security and confidentiality.  Establishes and maintains a positive working relationship and open lines of communication.  Participates with departmental TMs to accomplish departmental goals.  Exercises good judgment within the scope of designated responsibilities.  Prioritizes work assignments and completes duties within prescribed timeframes.
• Maintains supplies and cleanliness of the Utilization Management office.
• Assists the leaders with projects as needed.
• Perform other duties as required.
• Asisting the case management/utilization team

• Completion of a high school level of course work with attainment of a high school diploma or a state High School Equivalency Certificate (GED) is required.  An Associates degree or graduation from an accredited secretarial science degree program is preferred.
• A minimum of three years general clerical/administrative experience in a business, professional office or health care environment, or equivalent, is required.
• Highly proficient knowledge of computer equipment and various graphics, word processing, spreadsheet and database software packages and the use of various office equipment, such as, photocopy machine, typewriter and FAX machine.  Familiarity with medical terminology is preferred.  Highly proficient filing, organizing and proper English usage skills are required.
• Demonstrated ability to type a minimum of 60 WPM is required.  Ability to effectively operate a multi-line telephone console, where appropriate, and to use professional telephone etiquette is required.  Proficient transcription skills from dictaphone may be required in some departments.
• Ability to use resourcefulness in researching various documents, department information screens or other resources to problem-solve in handling telephone and in-person inquires.
• Ability to apply UMMS guest relations skills of listening and courtesy, in providing information to and handling inquires from patients, visitors, staff or other relevant parties.
• Ability to lift and carry patient medical records or other records/files of no more than 20 lbs., on occasion, is required in some department units.
• Highly effective verbal communication skills including courtesy, resourcefulness and efficiency in answering questions, giving directions, locating staff and explaining hospital/departmental policies and procedures are necessary.  Highly effective writing skills are also required in order to compose correspondence and respond appropriately to confidential memoranda.

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

Compensation:
Pay Range: $21-$30.12
Other Compensation (if applicable): n/a
Review the 2025-2026 UMMS Benefits Guide

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