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.

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 UMass Chan regarding administrative and training issues.

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

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

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UMass Chan Medical School

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Administrative Assistant II