Administrative Assistant II

UMass Chan Medical School; Shrewsbury; Hybrid; GBP 28,000 - 35,000; Full time

Job summary

UMass Chan Medical School seeks an Administrative Assistant II who will manage complex administrative duties with minimal direction. The role requires 5-7 years of related experience, proficiency in Microsoft Office, and strong organizational and interpersonal skills. This hybrid position involves coordinating schedules, preparing reports, and supporting various departmental functions.

Qualifications

• 5-7 years of related experience required.
• Proficient in Microsoft Office products.
• Ability to prioritize and problem solve.

Responsibilities

• Coordinate and perform complex administrative tasks.
• Prepare and update correspondence and reports.
• Assist employees with onboarding and payroll.

Skills

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Problem-solving

Education

HS Diploma or equivalent

Tools

Microsoft Office

Sharepoint

Microsoft Teams

Microsoft Outlook

Job description

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.

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.
  
  

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
• Please note - This is a HYBRID position.
  
  

Preferred Qualifications

• Working technical knowledge to effectively utilize several systems including Sharepoint, Microsoft Teams, Microsoft Outlook and internal UMass Chan software applications
• Experience with graphic design software (Adobe InDesign, Canva, etc)
• Experience managing Zoom meetings and complex Outlook Calendar requests
• Experience with expense monitoring and reporting
• Experience liaising with stakeholders and teams across multiple sites
  
  

The University of Massachusetts Chan Medical School welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.