Sr Administrative Assoc. - FHC

University of Massachusetts Medical School; Westborough (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

University of Massachusetts Medical School is seeking an Administrative Associate II to coordinate and perform a variety of confidential and complex administrative duties under the supervision of the Business Unit Manager or designee.

The role focuses on payroll processing, HR support, meeting coordination, travel arrangements, data entry, and timely handling of correspondence and records to ensure efficient department operations.

Qualifications

• Requires 2-year college degree or equivalent in Business Administration.
• At least 2 years of office or related experience.
• Proficient in Microsoft Office: Word, Excel, PowerPoint, and Outlook.
• Strong organizational, verbal, written, and interpersonal skills.
• Ability to prioritize and solve problems.

Responsibilities

• Assist with payroll processing and act as department timekeeper as needed.
• Support HR forms, recruitment tasks, scheduling interviews, and candidate evaluations.
• Coordinate varied administrative tasks with independence and priority setting.
• Prepare correspondence, memoranda, or reports.
• Enter data and generate spreadsheets from collected data.
• Record, prepare, and distribute minutes.
• Arrange travel and coordinate schedules; handle travel forms and records.
• Process invoices, payments, requisitions, and expense reimbursements.
• Answer phones, screen calls, and provide information.
• Manage calendars and arrange meetings, interviews, and appointments.
• Review and file material; maintain filing systems.
• Order and maintain office supplies.
• Open and distribute mail; route priority mail.
• Answer routine correspondence.
• Perform other duties as required.

Skills

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Prioritization

Education

2-Year College Degree or equivalent in Business Administration

Tools

Word

Excel

PowerPoint

Outlook

Job description

Overview

POSITION SUMMARY:

Under the general supervision of the Business Unit Manager or designee, the Administrative Associate II coordinates and performs a variety of confidential and complex administrative duties.

Responsibilities

ESSENTIAL FUNCTIONS:

• Assist with the processing of payroll; serve as department timekeeper for Kronos system, as needed.
• Support the processing of personnel action and other human resource related forms.
• Support hiring managers with administrative tasks for recruitment and hiring, such as scheduling interviews, submission of candidate evaluation forms, etc.
• Coordinate and perform complex and varied administrative tasks requiring independent action and the setting of priorities and procedures.
• Prepare correspondence, memoranda, or reports.
• Perform data entry and generate reports. Organize information into spreadsheet format from data collection.
• Record, prepare, and distribute minutes.
• Arrange travel logistics and coordinate schedules; complete travel advance and authorization forms, as needed. Maintain travel records.
• Assist with processing and tracking documents such as invoices, payments, requisitions and expense reimbursement.
• Answer phones and screen calls. Provide information and respond to questions.
• Manage designated calendars. 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:

• 2-Year College Degree or equivalent in Business Administration
• 2 years of office, or related experience
• Proficient in 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