Administrative Associate - FHC

UMass Chan Medical School; Westborough (MA); Hybrid; USD 40,000 - 50,000; Full time

Job summary

The University of Massachusetts Chan Medical School is seeking an Administrative Associate I to provide diversified and complex administrative support under direct supervision of the Business Unit Manager. The role emphasizes data entry, travel coordination, document processing, and calendar management.

Entry-level position requiring strong organizational and communication skills; hybrid work arrangement with on-site presence about 1x every 6–10 weeks.

Qualifications

• High school diploma or equivalent experience.
• 0 years of experience; entry level role.
• Secretarial training preferred.
• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.
• Strong organizational, verbal, written and interpersonal skills.
• Ability to prioritize and solve problems.

Responsibilities

• Perform data entry and generate reports.
• Assist with travel logistics and coordinating schedules; support travel forms as needed.
• Process and track invoices, payments, requisitions and expense reimbursements.
• Provide administrative support with materials, agenda, notes and handouts.
• Type, edit, and proofread materials.
• Answer phones and screen calls; relay information within scope of authority.
• Provide calendar management and arrange meetings, interviews and appointments.
• Sort and file materials; maintain filing systems; provide information as needed.
• Order and maintain office and department supplies.
• Open, review and distribute mail; identify priority mail and route accordingly.
• Answer routine correspondence.
• Perform other duties as required.

Skills

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Prioritization

Problem solving

Education

High school diploma

Secretarial training recommended

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Job description

Job Summary

Under the direct supervision of the Business Unit Manager, or designee, the Administrative Associate I performs diversified and complex administrative duties.

Job Summary

Under the direct supervision of the Business Unit Manager, or designee, the Administrative Associate I performs diversified and complex administrative duties.

Essential Functions

• Perform data entry and generate reports.
• Assist with the arrangement of travel logistics and coordination of schedules; support completion of travel advance and authorization forms, as needed.
• Process and track documents such as invoices, payments, requisitions and expense reimbursement.
• Provide administrative support with the preparation of materials, agenda, notes, and handouts.
• Type, edit, and proofread material.
• Answer phones and screen calls. Take messages and relay information within scope of authority.
• Provide calendar management support. Schedule or arrange for conferences, meetings, interviews, appointments, or similar activities.
• Review, sort, and file a variety of material. Set up and maintain filing system as needed. Provide information as needed.
• Order and maintain office and other department supplies.
• Open, review, and distribute incoming mail. Identify priority mail and route accordingly.
• Answer routine correspondence.
• Perform other duties as required.

Required Qualifications

• High school diploma, or equivalent experience
• 0 years of experience, entry level role
• Specialized secretarial training preferred
• Knowledge of Microsoft Office products: Word, Excel, PowerPoint, and Outlook
• Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
• Ability to prioritize and problem solve

**position is mainly remote but does involve on site presence 1x every 6-10 weeks or so, therefore, the hybrid status**

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