Administrative Assistant II (2026-50377)

University of Massachusetts Medical School; Worcester (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

UMass Chan Medical School seeks an Administrative Assistant II to coordinate a variety of confidential administrative duties under supervision, supporting the manager, department head, and staff.

Responsibilities include onboarding, payroll processing, scheduling, travel planning, meeting coordination, records, minutes, and reports, with strong MS Office skills and professional communication.

Qualifications

• HS Diploma or equivalent.
• 5-7 years of related experience.
• Proficient in Microsoft Office products.
• Strong organizational and communication skills.

Responsibilities

• Coordinate and perform complex administrative tasks with minimal direction.
• Prepare correspondence, agendas, and reports; record and distribute minutes.
• Assist with onboarding, payroll processing, and HR forms.
• Schedule travel and arrange conferences, meetings, and interviews.
• Manage invoicing, reimbursements, and budget-related documentation.
• Greet visitors and answer phones; maintain files and organize data.

Skills

MS Office proficiency

Organizational skills

Verbal and written communication

Interpersonal skills

Education

HS Diploma or equivalent

Job description

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When you join the UMass Chan Medical School team, you join us in advancing together to improve the health and well-being of our diverse communities throughout Massachusetts and across the US and the world.Together, we lead in education, research, health care delivery, and public service. Your life’s work is more than a career. It’s an expression of your passion, intellect, skill, and drive.UMass Chan's commitment to excellence, innovation, competitive benefits, and work-life integration will allow you to build a professionally rewarding career as we work together to better or improve the health of people around the globe.

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
• 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

This position works directly with medical students coming in to the Student Counseling Service and should be comfortable in a patient/front desk environment. Preferred Candidate will have experience with patient scheduling, EMR, insurance billing and excellent scheduling /outlook skills

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.