Administrative Assistant II Role at University of Massachusetts Medical School

Job Summary:

The Administrative Assistant II coordinates and performs complex administrative duties independently with minimal direction.

This is a hybrid position requiring strong organizational, verbal, written, and interpersonal skills to interact effectively with all levels of personnel.

Key Responsibilities:
• Coordinate and perform various administrative tasks, setting priorities and procedures as needed.

• Prepare and update correspondence, memoranda, agendas, handouts, website updates, and reports.

• Record, prepare, and distribute minutes.

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

• Process payroll, personnel action, and other human resource related forms.

• Perform data entry and generate reports.

• Organize information into spreadsheet format from data collection and generate reports.

• Arrange travel logistics and coordinate schedules, complete travel advance and authorization forms.

• Maintain travel records.

• Schedule conferences, meetings, interviews, appointments, retreats, events, or similar activities.

• Review expense reports, submit voucher forms with receipts for reimbursement.

• Process and track documents such as invoices, payments and requisitions, follow up on payments, reallocate purchases when necessary.

• Answer phones, screen calls, provide information independently, and respond to complex questions.

• Greet visitors, ascertain their needs, and provide information.

• Review, sort, distribute, and file material, identify priority items, and route accordingly.

• Order and maintain office and department supplies.

• Respond to routine correspondence via email.

• Perform other duties as required.

Requirements:
• High School Diploma or equivalent.

• 5-7 years of related experience.

• Proficient in Microsoft Office products and software.

• Possess excellent organizational, verbal, written, and interpersonal skills.

• Ability to prioritize and problem solve.

Preferred Qualifications:
• Working technical knowledge to 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.

Why Work at University of Massachusetts Medical School?

UMass Chan Medical School was recognized as a 2023