University of Massachusetts Medical School

  • Administrative Assistant I

    Minimum Salary US-MA-Worcester
    Job Location 1 week ago(1/11/2019 9:01 AM)
    Requisition Number
    2019-32200
    # of Openings
    1
    Posted Date
    Day
    Shift
    Non Exempt
    Exempt/Non-Exempt Status
    Union Position-W28-SHARE
  • Overview

    The Program in Systems Biology is seeking a dynamic individual to support research faculty and their laboratories in this growing program at UMass Medical School!  

     

    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. 

     

     

    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

    PREFERRED QUALIFICATIONS:

     

    Experience with purchasing, calendar management, and grant application processes, is strongly preferred.  

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