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Administrative Assistant II Job Number: 2025-48379
Category: Administrative Support
Location: Shrewsbury, MA
Shift: Day
Exempt/Non-Exempt: Non Exempt
Business Unit: UMass Chan Medical School
Department: School - Psychiatry-SPARC - W833014
Job Type: Part-Time
Salary Grade: 17
Union Code: Union Position-W28-SHARE
Num. Openings: 1
Post Date: July 8, 2025
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.
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
* 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.
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
*Please note - This is a HYBRID position.
PREFERRED QUALIFICATIONS:
* Working technical knowledge to effectively utilize several systems including Sharepoint, Microsoft Teams, Microsoft Outlook and internal UMass Chan software applications
* Experience with graphic design software (Adobe InDesign, Canva, etc)
* Experience managing Zoom meetings and complex Outlook Calendar requests
* Experience with expense monitoring and reporting
* Experience liaising with stakeholders and teams across multiple sites
UMass Chan Medical School was among 23 companies that stood out as 2023 “DEI champions,” according toThe Boston Globe.
Named a U.S. News & World Report
“2023 BEST MEDICAL GRAD SCHOOL”
for Primary Care and Research
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