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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.
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
* 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.
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
The University of Massachusetts Chan Medical School welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.
Seniority level
* Seniority level
Not Applicable
Employment type
* Employment type
Part-time
Job function
* Job function
Administrative
* Industries
Research Services
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