University of Massachusetts Medical School

  • Administrative Assistant II- Part-Time

    Minimum Salary US-MA-Worcester
    Job Location 1 month ago(1/16/2020 11:27 AM)
    Requisition Number
    2020-34498
    # 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.

    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 Diploma or equivalent
    • 5-7 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

     

    Additional Information

    Primary responsibilities involve support of projects, research endeavors, and grants. The Administrative Assistant II for research may function as a liaison between the department and other departments at UMMS regarding administrative and training issues.  

     

     

    PREFERRED QUALIFICATIONS:

     

    • Assist in the collection of budget information and preparation of grant applications
    • Adheres to office procedures related to grant submissions
    • Assist in reconciling monthly receipts
    • Maintain confidential research files

     

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