Administrative Associate - FHC

University of Massachusetts Medical School; Westborough (MA); Hybrid; USD 40,000 - 48,000; Full time

Job summary

University of Massachusetts Medical School is seeking an Administrative Associate I to perform diversified administrative duties under supervision. The role includes data entry, report generation, travel logistics, and calendar support.

The position requires high school diploma or equivalent, strong Microsoft Office skills, and excellent organizational and communication abilities. It is mainly remote with periodic on-site presence, offering a hybrid work arrangement.

Qualifications

• High school diploma or equivalent experience.
• 0 years of experience, entry level role.
• Specialized secretarial training preferred.
• Knowledge of Word, Excel, PowerPoint, Outlook.
• Strong organizational, verbal and written communication skills.
• Ability to prioritize and solve problems.

Responsibilities

• Perform data entry and generate reports.
• Assist with travel logistics and schedule coordination; support travel advance and forms.
• Process and track invoices, payments, requisitions and reimbursements.
• Prepare materials, agendas, notes, and handouts.
• Type, edit, and proofread material.
• Answer phones and screen calls; relay information within authority.
• Provide calendar management; arrange conferences, meetings, interviews, appointments.
• Review, sort, file materials; maintain filing system and provide information.
• Order and maintain office supplies.
• Open, review, and distribute mail; route priority mail.
• Answer routine correspondence.
• Perform other duties as required.

Skills

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Prioritization

Problem solving

Education

High school diploma

Tools

Microsoft Office - Word, Excel, PowerPoint, 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

Additional Information

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