Administrative Coordinator III

UMass Chan Medical School; Worcester (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

UMass Chan Medical School is seeking an Administrative Coordinator to perform complex financial and department administrative functions under supervision of the Director or designee. The role includes HR database oversight, payroll processing, grant administration, and budget management.

Responsibilities cover evaluating procedures, maintaining personnel files, issuing departmental communications, hiring staff, grant submissions, and preparing monthly management reports.

Qualifications

• Bachelor’s degree in Business Administration, Management, Accounting, a related field, or equivalent experience.
• 2 years of budgeting, accounting, administrative, or related experience.
• Demonstrated supervisory ability and the skills to communicate with individuals and groups both orally and in writing.
• Proficiency in using Microsoft Office applications and databases.

Responsibilities

• Participate in the evaluation and implementation of procedures, programs, and ensure that proper procedures are followed
• Evaluate methods, procedures or develop alternative techniques for processing work or improving operating the efficiency/effectiveness of Department
• Develop and/or modify and maintain the Human Resource database for the Department, including oversight of all PA and payroll processing and maintaining personnel files. Advise departmental personnel on Human Resource policy and procedures
• Maintain an ongoing administrative relationship with appropriate departments UMMS
• Responsible for issuing correspondence pertaining to departmental issues
• Prepare position descriptions, requisitions, and advertisements for all positions in the department. Interview and select office support staff in conjunction with faculty
• Administer the preparation and submission of grant proposals
• Maintain liaison with granting agencies and investigate potential grant projects and sources of grant funds
• Project, develop and prepare budgets. Supervise dispersion of funds and income generated
• Work closely with sponsor study monitors in preparing budget and providing all required documentation by government regulatory agencies
• Develop and prepare monthly management reports as assigned
• Coordinate special projects as assigned
• Perform other duties as required.

Skills

Supervisory ability

Oral and written communication

Microsoft Office

Education

Bachelor’s degree in Business Administration, Management, Accounting, or related field

Tools

Microsoft Office

Job description

Overview:

GENERAL SUMMARY OF POSITION:

Under the general supervision of the Director or designee, the Administrative Coordinator performs complex and varied financial and department administrative functions.

Responsibilities:

MAJOR RESPONSIBILITIES:

• Participate in the evaluation and implementation of procedures, programs, and ensure that proper procedures are followed
• Evaluate methods, procedures or develop alternative techniques for processing work or improving operating the efficiency/effectiveness of Department
• Develop and/or modify and maintain the Human Resource database for the Department, including oversight of all PA and payroll processing and maintaining personnel files. Advise departmental personnel on Human Resource policy and procedures
• Maintain an ongoing administrative relationship with appropriate departments UMMS
• Responsible for issuing correspondence pertaining to departmental issues
• Prepare position descriptions, requisitions, and advertisements for all positions in the department. Interview and select office support staff in conjunction with faculty
• Administer the preparation and submission of grant proposals
• Maintain liaison with granting agencies and investigate potential grant projects and sources of grant funds
• Project, develop and prepare budgets. Supervise dispersion of funds and income generated
• Work closely with sponsor study monitors in preparing budget and providing all required documentation by government regulatory agencies
• Develop and prepare monthly management reports as assigned
• Coordinate special projects as assigned
• Perform other duties as required.

Qualifications:
REQUIRED QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Management, Accounting, a related field, or equivalent experience
• 2 years of budgeting, accounting, administrative, or related experience
• Demonstrated supervisory ability and the skills to communicate with individuals and groups both orally and in writing
• Proficiency in using Microsoft Office applications and databases

Additional Information:
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