University of Massachusetts Medical School

Administrative Assistant II

Minimum Salary US-MA-Worcester
Job Location 5 months ago(10/7/2020 3:04 PM)
Requisition Number
2020-35691
# 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

For educational support positions you might want to add this to the position summary:

 

Primary responsibilities involve utilization of various education computer programs for course registration, syllabus, curriculum, evaluation, data management and reporting. The Administrative Assistant II for education programs may function as a liaison between the program and other departments at UMMS regarding administrative and training issues.

 

For research support positions you might want to add this to the position summary:

 

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.  

 

 

For all support positions you may want to keep these preferred qualifications here:

 

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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