Coordinator, Administrative II

UMass Chan Medical School; Worcester (MA); On-site; USD 52,000 - 78,000; Full time

Job summary

UMass Chan Medical School is seeking an Administrative Coordinator to support department operations under direction of leadership. The role involves coordinating budgeting, policies, procurement, and travel, with responsibilities spanning finance, clerical staff supervision, and confidential record handling.

The position requires a Bachelor's degree or equivalent experience, 1–3 years in executive/administrative coordination, and strong communication skills.

Qualifications

• Bachelor degree or equivalent experience in a related field.
• 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.
• 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 fiscal projects.
• Monitor disbursement of funds for appropriateness and budget compliance.
• Coordinate travel.
• Perform complex executive/administrative duties with a high degree of independence.
• Design and produce graphics using various software applications.
• Train staff in basic and advanced software use.
• Oversee, train, and monitor clerical staff.
• Maintain confidential department records and sensitive information.
• Set priorities and oversee workflow; assign tasks to support staff.
• Respond to emergencies and coordinate resources as needed.
• Serve as liaison to constituent groups, senior leadership, and employees.

Skills

Word processing

Spreadsheets

Grammar & communication

Organizational skills

Independent judgment

Education

Bachelor of Science degree in a related field

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.