University of Massachusetts Medical School

Secretary II

Job Location US-MA-Worcester
Posted Date 3 weeks ago(2/23/2018 3:57 PM)
Requisition Number
# of Openings
Exempt/Non-Exempt Status
Non Exempt
Union Code
Union Position-W28-SHARE



It’s an exciting time to be at UMass Medical School!  U.S. News & World Report ranks UMass Medical School in the top 10 percent nationwide in primary care, and this opportunity gives the right candidate the chance to be part of an elite academic and research institution that is among the most affordable in the country.  As a member of our Information Technology Department, you will join a dynamic team of dedicated individuals committed to delivering forward thinking solutions with a focus on continuous improvement. At UMass Medical School IT we recognize and reward independent thought and innovative ideas. We have fostered an environment where the team dynamic is embraced and collaboration and FUN are core components of our culture! 


UMass Medical School IT's Communication Technologies Department maintains the audio visual aspect (projectors, microphones, AV software, multi-media and graphic arts) of over 126 conference rooms, cell phones and land lines processes, voice mails and conference bridges and the UMASS Medical School phone operators.


We are seeking an energetic and customer service oriented Secretary II to process in-coming and out-going telephone calls for the UMass Medical School Main Number as well as the Main Number for the Communication Technologies Department!


Under the direction of the Manager of Communication Technologies or Designee, Secretary II will perform administrative support, office duties and general conference room support for the Communication Technologies Department. The successful candidate will also be responsible to do the following:

  • Update and maintain database used for answering calls to ensure proper names and phone numbers are listed
  • Be responsible for all School-issued Pagers including activation/deactivation/troubleshooting, ordering and returns
  • Utilize the Room Reservations System and provide customer support to confirm meetings, events etc. for the CT Staff to support and add to the calendar as needed
  • Operate computer to perform a full scope of word processing applications. May enter and manipulate data on spreadsheets and data collection sheets




  • Perform data entry and generate reports
  • Arrange travel logistics and coordinate schedules.  Complete travel advance and authorization forms
  • Maintain travel records
  • Submit voucher forms with appropriate receipts and information for reimbursement 
  • Process and track documents such as invoices, payments, and requisitions
  • Provide clerical support with the preparation of materials, agenda, notes, and handouts
  • Type, edit, and proofread material
  • Answer phones and screen calls.  Take messages and relay information within scope of authority
  • Respond to routine questions
  • Greet visitors; ascertains their need and provide information as required
  • Maintain appointment book. Schedule or arrange for conferences, meetings, interviews, appointments, or similar activities
  • Review, sort, and file a variety of material.  Set up and maintain filing system as needed.  Provide information as needed.
  • Order and maintain office and other department supplies
  • Open, review, and distribute incoming mail.  Identify priority mail and route accordingly. 
  • Answer routine correspondence
  • Perform other duties as required




  • High school diploma, or equivalent experience
  • 1-2 years of office experience
  • Specialized secretarial training preferred
  • Knowledge of Microsoft Office products:  Word,  Excel, PowerPoint, and Outlook
  • Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
  • Ability to prioritize and problem solve



Under the direct supervision of the Administrator, or designee






Usual office environment


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