Administrative Associate - FHC

University of Massachusetts Medical School; Westborough (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

University of Massachusetts Medical School is seeking an Administrative Associate I to support a busy business unit with essential administrative tasks. The role involves data entry, travel logistics, and processing invoices and expenses, while providing calendar and meeting coordination.

The ideal candidate possesses a high school diploma (or equivalent), strong MS Office skills, and excellent organizational and communication abilities to interact with all levels of staff.

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.

Responsibilities

• 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.

Skills

Data entry

Calendar management

Communication

Organizational skills

Problem solving

Education

High school diploma or equivalent

Secretarial training (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Overview

JOB SUMMARY:

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

Responsibilities

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.

Qualifications

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