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Administrative Assistant II

Company: University of Massachusetts Medical School
Location: Worcester
Posted on: October 18, 2020

Job Description:

Overview POSITION SUMMARY:

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant II coordinates and performs a variety of confidential and complex administrative duties independently with minimal direction.

Responsibilities ESSENTIAL FUNCTIONS:

Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.

Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.

Record, prepare, and distribute minutes

Maintain calendar(s)

Assist employees with onboarding, training, and answer operational questions within the scope of duties

Assist with the processing of payroll, personnel action, and other human resource related forms

Perform data entry and generate reports

Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases

Arrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.

Maintain travel records

Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities

Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement

Process and track documents such as invoices, payments and requisitions. Follow up on payments.  Reallocate purchases when necessary

Answer phones and screen calls. Provide information independently and respond to complex questions

Greet visitors; ascertain their needs and provide information

Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly

Order and maintain office and other department supplies

Answer e-mails and respond to routine correspondence

Perform other duties as required.

Qualifications REQUIRED QUALIFICATIONS:

HS Diploma or equivalent

5-7 years of related experience

Proficient in Microsoft Office products and software

Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel

Ability to prioritize and problem solve

Additional Information For educational support positions you might want to add this to the position summary:

Primary responsibilities involve utilization of various education computer programs for course registration, syllabus, curriculum, evaluation, data management and reporting. The Administrative Assistant II for education programs may function as a liaison between the program and other departments at UMMS regarding administrative and training issues.

For research support positions you might want to add this to the position summary:

Primary responsibilities involve support of projects, research endeavors, and grants. The Administrative Assistant II for research may function as a liaison between the department and other departments at UMMS regarding administrative and training issues.

For all support positions you may want to keep these preferred qualifications here:

PREFERRED QUALIFICATIONS:

Assist in the collection of budget information and preparation of grant applications

Adheres to office procedures related to grant submissions

Assist in reconciling monthly receipts

Maintain confidential research files

Keywords: University of Massachusetts Medical School, Worcester , Administrative Assistant II, Other , Worcester, Massachusetts

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