Administrative Coordinator II - Public Safety

University of Massachusetts Medical School; Worcester (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

University of Massachusetts Medical School in Worcester seeks an Administrative Coordinator to perform complex, independent administrative duties within the department, including budgeting, policy development, and procurement, under direction of the Associate Vice Chancellor/Director.

This role requires initiative, strong communication, and the ability to manage a busy office with limited supervision, while coordinating resources and responding to emergencies as needed.

Qualifications

• Bachelor of Science degree in a related field, or equivalent experience.
• 1-3 years of experience in executive/administrative coordination, or related experience.
• Excellent word processing and spreadsheet skills.
• Strong grammar, spelling, and oral and written communication skills required.
• Demonstrated the ability to organize and manage a complex office environment with minimal supervision.
• Demonstrated initiative and independent judgment in organizing and completing projects.

Responsibilities

• Participate in the planning and organization of all office functions; including budgeting, policies, procedures, and procurement
• Compile budget information, support department accounting, and assist with all fiscal projects
• Monitor the disbursement of funds to determine appropriateness of expenditures and compliance within budget
• Coordinate travel
• Perform complex and varied executive/administrative functions which require a high degree of independent action
• Design and produce graphics using a variety of software applications
• Train staff in both basic and enhanced use of software applications
• Oversee, train, and monitor clerical staff
• Maintain confidentiality and safeguard department records regarding employee job descriptions, performance appraisals, and other sensitive information
• Set priorities and procedures for accomplishing tasks, assign and coordinate support staff activities, and manage the work flow of the department
• Respond to emergencies, independently prioritize activities in the absence of the department heads, and effectively coordinate other resources when necessary
• Act as a liaison and respond to the requests of constituent groups, senior leadership, and employees within the organization
• Performs other duties as required.

Skills

Word processing

Spreadsheet skills

Communication skills

Organization and time management

Independent judgment

Education

Bachelor of Science degree in a related field or equivalent experience

Tools

PeopleSoft

Job description

Overview

GENERAL SUMMARY OF POSITION:

Under the direction of the Associate Vice Chancellor/Director or designee, the Administrative Coordinator performs complex and varied duties associated with the coordination of departmental administrative functions.

Responsibilities

MAJOR RESPONSIBILITIES:

• Participate in the planning and organization of all office functions; including budgeting, policies, procedures, and procurement
• Compile budget information, support department accounting, and assist with all fiscal projects
• Monitor the disbursement of funds to determine appropriateness of expenditures and compliance within budget
• Coordinate travel
• Perform complex and varied executive/administrative functions which require a high degree of independent action
• Design and produce graphics using a variety of software applications
• Train staff in both basic and enhanced use of software applications
• Oversee, train, and monitor clerical staff
• Maintain confidentiality and safeguard department records regarding employee job descriptions, performance appraisals, and other sensitive information
• Set priorities and procedures for accomplishing tasks, assign and coordinate support staff activities, and manage the work flow of the department
• Respond to emergencies, independently prioritize activities in the absence of the department heads, and effectively coordinate other resources when necessary
• Act as a liaison and respond to the requests of constituent groups, senior leadership, and employees within the organization
• Performs other duties as required.

Qualifications

REQUIRED QUALIFICATIONS:

• Bachelor of Science degree in a related field, or equivalent experience
• 1-3 years of experience in executive/administrative coordination, or related experience
• Excellent word processing and spreadsheet skills
• Strong grammar, spelling, and oral and written communication skills required
• Demonstrated the ability to organize and manage a complex office environment with minimal supervision
• Demonstrated initiative and independent judgment in organizing and completing projects.

Additional Information

Preferred Qualifications:

• Previous experience working in a law enforcement or public safety administrative role.
• Experience with payroll processing or timekeeping, specifically PeopleSoft.