University of Massachusetts Medical School

Administrative Assistant II

Job Location US-MA-Worcester
Posted Date 1 month ago(1/26/2018 9:07 AM)
Requisition Number
# of Openings
Exempt/Non-Exempt Status
Non Exempt
Union Code
Union Position-W28-SHARE




The Office for Postdoctoral Scholars and Center for Biomedical Career Development are housed in the Graduate School of Biomedical Sciences and support the needs of graduate students and postdoctoral scholars.  The Administrative Assistant II will provide support to both offices, including planning logistics for educational programs and events; updating online content and a weekly newsletter; assisting with financial operations including grants and contracts; and tracking and reporting student, postdoctoral, and alumni data.


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.





  • 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





  • 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


  • Bachelors degree in Business Administration, a related field or equivalent experience
  • Demonstrated ability to work appropriately with confidential information
  • Ability to work in a team, utilize independent judgement, and meet performance deadlines in a dynamic environment
  • Demonstrated ability to use computer-based tools including website editing tools, survey management tools, and Microsoft Access



Under the supervision of the Administrator or designee 



Supervise clerical staff



Usual office environment


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