Administrative Assistant II

UMass Med School; Worcester (MA); On-site; USD 50,000 - 70,000; Full time

Job summary

UMass Med School seeks an Administrative Assistant II to coordinate and perform various complex, confidential administrative duties. This role supports research projects and involves liaising with other departments, preparing correspondence, maintaining calendars, and assisting with payroll and onboarding.

Qualified candidates will have a high school diploma and 5-7 years of experience, along with proficiency in Microsoft Office. Strong organizational and communication skills are necessary for effective interaction with personnel at all levels.

Qualifications

• 5-7 years of related experience.
• Ability to prioritize and problem solve.

Responsibilities

• Coordinate and perform complex administrative tasks.
• Maintain calendars and assist with onboarding.
• Organize information into spreadsheet format and generate reports.

Skills

Organizational skills

Verbal communication

Written communication

Microsoft Office proficiency

Education

HS Diploma or equivalent

Job description

Administrative Assistant II

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 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 UMass Chan regarding administrative and training issues.

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.

Preferred Qualifications

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.