What are the responsibilities and job description for the Administrative Assistant II position at University of Massachusetts Medical School?
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
*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
