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Administrative Operations Coordinator

2 months ago

Worcester, Massachusetts, United States University of Massachusetts Full time

Overview

GENERAL SUMMARY OF POSITION:

The administrative team at the University of Massachusetts is dedicated to providing essential support to our researchers, enabling them to concentrate on their scientific endeavors. Our diverse expertise allows us to deliver professional assistance in management, financial oversight, grant accounting, human resources, laboratory operations, scientific documentation, outreach, and personalized support. We are committed to fostering a workplace that values integrity, respect, and inclusivity by recognizing and embracing our varied strengths.

Under the supervision of the Academic Administrator or designated representative, the Administrative Coordinator II undertakes a variety of administrative responsibilities to offer focused support to Investigators, research personnel, and graduate students. The tasks involved may be intricate, necessitating critical thinking, sound judgment, and the ability to act independently. This position acts as the primary contact for laboratory staff concerning all administrative functions.

Responsibilities

MAJOR RESPONSIBILITIES:

  • Assist in the planning and organization of all office operations, including budgeting, policy formulation, procedural development, and procurement activities.
  • Gather budgetary data, support departmental accounting, and aid in various fiscal initiatives.
  • Oversee the allocation of funds to ensure appropriate expenditures and adherence to budgetary constraints.
  • Coordinate travel arrangements.
  • Execute complex and diverse executive/administrative tasks that require a high level of independent decision-making.
  • Create and design graphics utilizing various software tools.
  • Provide training to staff on both basic and advanced software applications.
  • Supervise, train, and evaluate clerical personnel.
  • Ensure confidentiality and protect departmental records related to employee job roles, performance evaluations, and other sensitive information.
  • Establish priorities and procedures for task completion, delegate and coordinate support staff activities, and manage departmental workflow.
  • Respond to urgent situations, prioritize tasks independently in the absence of department leadership, and effectively mobilize additional resources as needed.
  • Serve as a liaison and address inquiries from constituent groups, senior management, and staff within the organization.
  • Perform additional duties as necessary.

Qualifications

REQUIRED QUALIFICATIONS:

  • Bachelor of Science degree in a relevant field, or equivalent professional experience.
  • 1-3 years of experience in executive or administrative coordination, or related roles.
  • Proficient in word processing and spreadsheet applications.
  • Strong command of grammar, spelling, and both oral and written communication skills.
  • Proven ability to organize and manage a complex office environment with minimal oversight.
  • Demonstrated initiative and independent judgment in managing and completing projects.

The University of Massachusetts is an equal opportunity and affirmative action employer, recognizing the value of a diverse community. We encourage applications from individuals with varied experiences, perspectives, and backgrounds.