University of Massachusetts Medical School

  • Administrative Assistant I

    Minimum Salary US-MA-Worcester
    Job Location 2 weeks ago(2 weeks ago)
    Requisition Number
    2018-31492
    # of Openings
    1
    Posted Date
    Day
    Shift
    Non Exempt
    Exempt/Non-Exempt Status
    Non Union Position-W25-Non Unit Classified
  • Overview

    GENERAL SUMMARY OF POSITION:  


     


    Under the general supervision of the Administrator or designee, the Administrative Assistant I coordinates and performs a variety of confidential and complex administrative duties. 


     


    Admin Assistant I will be involved in supporting the Ob/Gyn Residency Program, Medical Student Clerkship and Urogynecology and Maternal Fetal Medicine Fellowships.  


     

    Responsibilities

    MAJOR RESPONSIBILITIES:



    • Coordinate and perform complex and varied administrative tasks requiring independent action and the setting of priorities and procedures

    • Prepare correspondence, memoranda, or reports.  Type grants and correspondence for various faculties

    • Organize information into spreadsheet format from data collection.  Generate reports in preparation for analysis and graphical display

    • Assist with the processing of payroll, personnel action, and other human resource related forms

    • Record, prepare, and distribute minutes

    • Perform data entry and generate reports

    • Arrange travel logistics and coordinate schedules 

    • Completes 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

    • Answer phones and screen calls.  Provide information and respond to questions

    • Greet visitors; ascertain their needs and provide information as required

    • Maintain the 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

    Qualifications

    REQUIRED QUALIFICATONS:  



    • Associate’s degree in Business Administration, or equivalent experience

    • 3 years of office, or related experience

    • Proficient in 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


    SUPERVISION RECEIVED:


    Under the general supervision of the Administrator or designee


     


    SUPERVISION EXERCISED: 


    None


     


    ENVIRONMENTAL WORKING CONDITIONS:


    Usual office environment

    Additional Information

    Will be involved in supporting the Ob/Gyn Residency Program, Medical Student Clerkship and Urogynecology and Maternal Fetal Medicine Fellowships.  Will report to the Residency Program Admin I but will work closely with the Education Coordinator

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