Administrative Associate: Travel, Scheduling & Data Entry Pro

University of Massachusetts Medical School; Westborough (MA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, and vision coverage

Retirement plan (401a/403(b) options)

Job summary

UMass Chan Medical School is seeking an Administrative Associate I to perform diversified and complex administrative tasks under supervision. The role supports travel logistics, calendar management, document processing, and routine correspondence, requiring proficient MS Office skills and strong organizational abilities.

The position is entry level (0 years) and emphasizes attention to detail, proofreading, and effective communication across all levels of personnel.

Qualifications

• High school diploma or equivalent required.
• 0 years of experience; entry level.
• Specialized secretarial training preferred.
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational, verbal, written and interpersonal skills.
• Ability to prioritize and problem-solve.

Responsibilities

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

Skills

Microsoft Office

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Prioritization & problem-solving

Education

High school diploma or equivalent

Specialized secretarial training (preferred)

Tools

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.

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

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.