University of Massachusetts Medical School

Administrative Assistant II

US-MA-Shrewsbury
2 months ago(10/10/2017 2:51 PM)
Requisition Number
2017-29835
# of Openings
1
Shift
Day
Exempt/Non-Exempt Status
Non Exempt
Union Code
Union Position-W28-SHARE

Overview

GENERAL SUMMARY OF POSITION:  

Under the supervision of the Administrator or designee, the Administrative Assistant II coordinates and performs a full range of advanced level, confidential, and complex administrative duties. Prior approval is required before using this title.

 

 

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

 

 

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

SUPERVISION RECEIVED:

Under the supervision of the Administrator or designee 

 

SUPERVISION EXERCISED: 

Supervise clerical staff

 

ENVIRONMENTAL WORKING CONDITIONS:

Usual office environment

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