Office Operations Manager for CEO, UMMC
University of Maryland Medical System

Job Description
General Summary

Under limited supervision this position is responsible for providing executive-level, complex coordination and support to the CEO and the various functions of the CEO's office. Utilizes diplomacy and discretion during the day-to-day activities and requires an understanding of the confidential nature involved in many of the CEO's office functions.

Manages CEO relationships across a wide spectrum of stakeholders. Creates collaboration CEO, UMMC and UMMS executive leaders; University of Maryland Baltimore, University of Maryland School of Medicine and University of Maryland Faculty Physicians Inc. executive leaders; key donors and political figures.

Regularly required to resolve complex administrative problems independently, and drive key projects and initiatives across the system. Serves as a communication liaison between CEO and executive team and other stakeholders, fostering communication, handling inquiries and representing the CEO as needed.

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.

Assists in the execution of special projects and initiatives led by the CEO. Leads and manages special projects. Carries out background research on emerging issues, tracks progress and deadlines to ensure work is completed in a timely manner and identifies areas which require Chief Executive Officer's immediate attention.

Manages a variety of projects including, but not limited to project scope identification and budget planning. Collaborates with different departments and team members throughout the organization on projects, ensuring effective communication and coordination. Independently prepares written documents, tracks project timelines and milestones, delegates tasks, monitors and analyzes project progress and reports on project progress to CEO.

Works with senior management and key stakeholders throughout the hospital in the development, planning and execution of strategic projects and operational initiatives. Provides analytical and technical support for the projects. Facilitates discussion and communication with Executive team and coordinating efforts between leaders to ensure no duplication of work or alignment of like projects.

Analyze problems or issues of diverse scope and determine resolutions. Interpret procedures and policies to determine appropriate action in matters of significance. (e.g., fiscal management, HR, research administration in defined areas). Ensures policies and procedures are up-to-date and modified in accordance with hospital objectives and changes to process, etc. Reviews current practices and provides recommendations as appropriate.

Acts as an intermediary for Chief Executive Officer. Interacts with high level contacts requiring considerable discretion and initiative. Autonomously makes decisions on specific operating problems within authorized scope. Identifies concerns and/or issues requiring escalation to the Executive Office and follow up by addressing the latter with appropriate stakeholders.

Acts as a resource for problem identification and resolution, answer questions, provides guidance, troubleshoots, and follows up in resolving problems both internal and external.

Compiles and synthesizes highly complex financial and/or statistical data, analyzes outcomes, and adverse trends, and makes appropriate recommendations or conclusions. Prepares reports for ongoing process and outcome review. Responsible for the research and data compilation from a variety of internal and external resources. Reports include but are not limited to: graphical representations of data, oral presentations, written reports, and visual presentations.

Develops positive and strategic relationships at all levels of the medical center and University of Maryland School of Medicine. Uses discretion, judgement, and knowledge of the medical center and its partners to facilitate the CEO's activities and maintain confidentiality.

As needed, assists in monitoring the Administration operating budgets and developing cost saving initiatives. Assists in maintaining financial records of special accounts, grants, awards, etc.

Provides multi-faceted administrative support and assistance including managing the CEO's schedule, which often entails meeting preparations, follow-up tasks, and other matters related to scheduling. Coordinates and maintains executive schedules; anticipates Chief Executive Officer's course of action. Schedules and coordinates meetings, appointments and travel arrangements. Compiles agenda and briefing material; briefs Chief Executive Officer on pertinent agenda issues and prepares minutes for meetings. Point-person for follow-up on meetings, projects and initiatives. Ensures CEO is fully briefed before meetings.

Independently composes confidential correspondence, memoranda, documentation and presentation material on a wide variety of subjects requiring a thorough knowledge of the policies and procedures. Reviews, summarizes and responds to documents as required.

Sets up and maintains paper and electronic filing systems in accordance to departmental procedures or The Joint Commission record keeping requirements. Coordinates and implements special events: publicity, invitations, audio-visual, and/or refreshments. Oversees and follows-up as needed on purchases made by the administrative staff.

Company Description
Renowned as the academic flagship of the University of Maryland Medical System, our Magnet®-designated facility is a nationally recognized, academic medical center with opportunities across the continuum of care. Come join UMMC and discover the atmosphere where talents and ideas come together to enhance patient care and advance the science of nursing. Located in downtown Baltimore near the Inner Harbor and Camden Yards, you won't find a more vibrant place to work!

Qualifications
Education and Experience

Baccalaureate degree from an accredited college or university in Business, Communications, Finance, Health Care Administration or a related field or equivalent. Masters in Healthcare Administration encouraged.

Understanding of technology and ability to continuously learn new technology.

Understanding and familiarity with quantitative and qualitative data, and is able to present information to a variety of audiences.

Ability to understand, analyze, synthesize and manage highly complex information.

Critical thinking skills.

Expertise in project planning, communications, budget management, and other aspects of project management.

Ability to manage complex processes and timelines and shift priorities as needed.

At least three years of business experience in an administrative or operational role.

Familiarity with medical terminology is preferred.

Knowledge, Skills and Abilities

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.

Knowledge of and ability to understand procedures, practices and policies

PC literate with advanced proficiency in Microsoft Office Suite and Internet. Excellent typing and data entry skills are required.

Excellent filing and organization, ability to prioritize own work and that of others.

Skills in spreadsheets (Lotus, Microsoft Excel, Smartsheets), databases (Microsoft Access), word processing programs, graphic/specialty and related software programs. Ability to teach others and act as a resource of expertise.

Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.

Need to be able to prioritize and reprioritize tasks on a daily basis.

Demonstrated ability to problem-solve a wide variety of complex issues.

Ability to establish and maintain courteous and effective relationships, and demonstrate sensitivity and awareness of customer needs.

Additional Information
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