University of Massachusetts Medical School

  • Administrative Assistant II

    Minimum Salary US-MA-Worcester
    Job Location 2 weeks ago(11/1/2019 11:19 AM)
    Requisition Number
    2019-34101
    # of Openings
    1
    Posted Date
    Day
    Shift
    Non Exempt
    Exempt/Non-Exempt Status
    Union Position-W28-SHARE
  • Overview

    POSITION SUMMARY: 

    Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant II coordinates and performs a variety of confidential and complex administrative duties independently with minimal direction.

     

    Primary responsibilities include support of IACUC (Institutional Animal Care and Use Committee) and IBC (Institutional Biosafety Committee) research protocol application review processes. 

    Responsibilities

    ESSENTIAL FUNCTIONS:

     

    • Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
    • Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
    • Record, prepare, and distribute minutes
    • Maintain calendar(s)
    • Assist employees with onboarding, training, and answer operational questions within the scope of duties
    • Assist with the processing of payroll, personnel action, and other human resource related forms
    • Perform data entry and generate reports
    • Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
    • Arrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.
    • Maintain travel records
    • Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
    • Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement
    • Process and track documents such as invoices, payments and requisitions. Follow up on payments.  Reallocate purchases when necessary
    • Answer phones and screen calls. Provide information independently and respond to complex questions                       
    • Greet visitors; ascertain their needs and provide information
    • Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
    • Order and maintain office and other department supplies
    • Answer e-mails and respond to routine correspondence
    • Perform other duties as required.

     

     

    Qualifications

     

    REQUIRED QUALIFICATIONS:

     

    • HS Graduate or equivalent
    • 5 years of related experience
    • Proficient in Microsoft Office products and software
    • Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
    • Ability to prioritize and problem solve

    PREFERRED QUALIFICATIONS:

    • Assist in tracking and processing IACUC and IBC research protocol applications, including personnel amendments, training and medical clearance processes. 
    • Maintain confidential research files.
    • Coordinate IACUC/IBC policy and procedure review processes.

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed