University of Massachusetts Medical School

  • Administrative Assistant II

    Minimum Salary US-MA-Shrewsbury
    Job Location 3 weeks ago(9/27/2018 11:45 AM)
    Requisition Number
    2018-31742
    # of Openings
    1
    Posted Date
    Day
    Shift
    Non Exempt
    Exempt/Non-Exempt Status
    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.  

    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

     

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