Administrative Assistant II (2026-50167)

University of Massachusetts Medical School; Worcester (MA); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, and vision coverage

401(a) retirement plan with option for 403(b)

Employee growth and development opportunities

Job summary

The University of Massachusetts Medical School is seeking an Administrative Assistant II to perform complex administrative duties supporting research projects and grants. The role involves independent coordination of tasks, communication with departments, maintaining records, and assisting with onboarding and payroll.

Ideal candidates should possess a High School Diploma, have 5-7 years of experience, and be proficient in Microsoft Office. Strong organizational and interpersonal skills are essential for interacting with all levels of personnel.

Qualifications

• 5-7 years of related experience in administrative roles.
• Ability to prioritize tasks and operate independently.
• Familiarity with office procedures and grant submissions.

Responsibilities

• Coordinate complex administrative tasks independently.
• Prepare correspondence, reports, and documentation.
• Assist with payroll processing and personnel actions.
• Organize schedules and maintain travel records.
• Greet visitors and respond to inquiries.

Skills

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Problem-solving

Proficient in Microsoft Office

Education

High School Diploma or equivalent

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 UMass Chan 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.
• 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.

Posting Disclaimer

This job posting outlines the primary responsibilities and qualifications for the role but is not intended to be an exhaustive list. Duties and expectations may evolve in response to the needs of the department and the broader institution.

In alignment with our commitment to pay transparency, the base salary range for this position is listed above (exclusive of benefits and retirement). At UMass Chan Medical School, final base salary offers are determined based on a combination of factors, including your skills, education, and relevant experience. We also consider internal equity to ensure fair and consistent compensation across our teams.

Please note that the range provided reflects the full base salary range for this position. Offers are typically made within the midrange to allow for future growth and development within the role.

In addition to base pay, UMass Chan offers a comprehensive Total Rewards package, which includes paid time off, medical, dental, and vision coverage, and participation in a 401(a)-retirement plan, with the option to contribute to a voluntary 403(b) plan.

UMass Chan welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.