Executive Assistant, Health Foundation

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

Executive Assistant, Health Foundation

Full time, Days, 8am-5pm

Assists with the planning and implementation of projects and department activities.  Schedules appointments and meetings, takes and transcribes meeting minutes, and develops correspondence and documents.  Prepares and distributes communications and reports.  Analyzes data and assists Board members as needed and coordinates special projects. Supports budget tracking and payment processing.  and support for External Relations.   Provides various support for external relation activities and provides support to the corporate office and other assistants as directed. 

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.

• Serves as recording assistant for various committees and meetings as requested. Duties include scheduling meetings, taking and transcribing minutes, maintaining corporate minute books, and ensuring appropriate and timely follow-up. Prepares meeting materials and mailings and maintains member files.  Prepares and updates the new Board member orientation manual.
• Maintains executive calendars, coordinating meetings/appointments with appropriate parties.  Oversees arrangement of meeting schedules, dietary and conference rooms and notify attendees. Drafts and composes appropriate and timely correspondence following meetings. 
• Assists in responding to routine letters and inquiries, drafting correspondence and producing materials as directed in support of fundraising campaigns.
• Processes mail (copies and logs in donor checks and accompanying correspondence) and handles routine office duties related to Foundation business.  Faxes and e-mails correspondence and documents, orders supplies, schedules appointments, makes travel arrangements, maintains office equipment, and relieves team members when necessary. 
• Handles acknowledgements for the Foundation and maintains knowledge to run reports or other database inquiries.
• Appropriately handles communication with Board members, volunteers, donors or prospects.  Shares information on contacts with Board and committee members, volunteers, donors and prospects as may be required. Documents significant contact information on donors or prospects on Raisers’ Edge.  Serves as the primary point of contact for all external and internal inquiries regarding the Foundation, its fundraising activities and volunteer engagements.
• Schedules, arranges, and prepares materials for Foundation programs, committee meetings, donor cultivation or solicitation meetings, or tours on campuses. 
• Creates and maintains records, files and prospect/donor follow-up systems for the Foundation.  Helps ensure accuracy of information and lists including those for event mailings based on contacts with teams, volunteers and constituencies.
• Coordinates copy, design and printing of materials and publications including stationery, brochures, pledge/commitment forms, volunteer newsletters and campaign donor listing and event programs. Proofread team materials for accuracy.
• Assists with affiliated volunteer organizations including volunteer/auxiliary groups and serves as liaison. Arrange meetings by requests made by volunteer organizations. 
• Maintains lists of naming opportunities for recognition purposes.  Ensures accuracy of recognition plaque orders and assists with order of donor recognition plaques, pins or tribute pieces. Coordinates with appropriate vendors for ordering materials and arranges for installation of donor plaques and participates as needed in donor recognition ceremonies or tours.
• Promote team communication and goals. Accepts other assignments as directed in support of interdepartmental and departmental teamwork and Foundation goals and objectives.
• Submits expense requests including invoices, check requests, and petty cash requests for payment.
• Assists with high-profile signature events.
• Taking and transcribing minutes; proofreading materials; assisting with mailings; maintains committee and attendee lists in database; attends pre and post meetings for these events.
• Assists in answering telephones, screening calls and greeting visitors.
• Works in collaboration to ensure accurate and timely reporting of all department activity and expenses.  Coordinates collecting and entering data into the reporting database.
• Serves as the Foundation Department’s Safety Ambassador.  Attend and participate in quarterly Safety Ambassador meetings.  Conducts rounding and submits documents appropriately.
• Perform all other duties as assigned.

Qualifications

• Associate’s degree in secretarial science or a minimum of four (4) years’ previous experience.
• Previous experience in development, foundation, or healthcare.
• Knowledge of word processing software including Microsoft Word, Excel, Outlook and Power Point. 
• Familiarity of Raiser’s Edge or other donor software system useful.
• Strong verbal and written communication skills to communicate effectively with internal and external constituents. 
• Ability to prioritize work assignments, handle multiple tasks simultaneously and demonstrate an ability to handle materials and communications of a sensitive and confidential nature. Maintaining confidentiality and compliance with established personnel and department policies is required. 
• Ability to exercise good judgment within the scope of the designated responsibility and authority, participating as a part of team to accomplish departmental goals with professionalism and confidentiality.

Additional Information

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

Compensation

• Pay Range: $28.82-$40.35
• Other Compensation (if applicable): 
• Review the 2025-2026 UMMS Benefits Guide

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