Administrative Assistant II

UMass Chan Medical School; Worcester (MA); On-site; USD 42,000 - 60,000; Full time

Job summary

UMass Chan Medical School is seeking an Administrative Assistant II to coordinate and perform a variety of confidential administrative duties under supervision. The role supports research projects, grants, and training, serving as a liaison between the department and other units.

Responsibilities include managing calendars, onboarding, payroll-related tasks, data entry, and generating reports. The position requires strong Microsoft Office skills and the ability to work independently with limited

Qualifications

• HS Diploma or equivalent.
• 5-7 years of related experience.
• Proficient in Microsoft Office products.
• Strong organizational, verbal, written, and interpersonal skills.
• Ability to prioritize and solve problems.

Responsibilities

• Coordinate and perform complex, independent administrative tasks with priorities.
• Prepare and update correspondence, agendas, handouts, and reports.
• Record, prepare, and distribute meeting minutes.
• Maintain calendars and support onboarding and training.
• Assist with payroll, HR forms, and data entry.
• Arrange travel logistics and coordinate schedules; manage travel advances.
• Answer phones, greet visitors, and provide information.
• Review, sort, file documents and route priority items.
• Order and maintain office supplies and respond to routine emails.
• Perform other duties as required.

Skills

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Prioritization

Problem solving

Education

High school diploma

Tools

Microsoft Office

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.

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.

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

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

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