University of Massachusetts Medical School

Administrative Assistant - Part Time Temporary

US-MA-Charlestown
1 month ago
Requisition Number
2017-29704
# of Openings
1
Shift
Day
Exempt/Non-Exempt Status
Non Exempt
Union Code
Non Union Position-W00-Non Benefited

Overview

Temprite Services is a division within the University of Massachusetts Medical School, Human Resources, which offers various levels of temporary support for departments within the institution as well as our affiliates.

 

This is a temporary Monday - Friday 20 hrs per week part time assignment located at Charlestown, Boston. 

 

Responsibilities

 

 

MAJOR RESPONSIBILITIES:

  • Coordinate and perform high level, complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
  • Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports.
  • Communicate confidential information to senior administration and external sources.
  • Assist the Department Head in preparing and reconciliation of budgets.
  • Participate in the planning and organization of the office in terms of staffing, establishing administrative policies and procedures and financial matters. Develop a comprehensive knowledge of administrative activities of the department and the Medical School.
  • Manage the daily operation of the office, schedules, organizes and delegates secretarial tasks, supervises clerical activities, resolves problems with medical, professional, and clerical staff.
  • Monitor and evaluate office procedures. Initiate and implement new procedures as needed.  Develop and writes office procedure manuals, revises as required. 
  • Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display.
  • Process payroll, personnel action, and other human resource related forms
  • Answer phones and screens calls. Provide information and responds to questions.
  • Greet visitors; ascertains their needs and provides information as required.
  • Arrange and schedule meetings. Record, prepare, and distribute minutes.
  • Arrange travel logistics and coordinates schedules. Complete travel advance and authorization forms.  Submit voucher forms with appropriate receipts and information for reimbursement.  Maintain travel records
  • Review mail, highlights action or important items and attaches relevant files or information for review. Respond to routine correspondence.  Draft responses to more complex correspondence.
  • Maintain confidential personnel files.
  • Maintain office equipment and inventory of supplies, purchase materials, and prepares purchasing paperwork and contracts.
  • Perform other duties as required

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Qualifications

 

REQUIRED QUALIFICATIONS:

  • Associate’s degree in Business, or equivalent experience
  • 5 years of office experience
  • Proficient in Microsoft Office products
  • Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
  • Ability to prioritize and problem solve

 

 

 

 

 

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