Administrative Operations Coordinator
2 months ago
Overview
GENERAL SUMMARY OF POSITION:
The administrative team at the University of Massachusetts plays a crucial role in facilitating research efforts by providing essential support to our investigators. Our diverse expertise allows us to deliver comprehensive assistance in areas such as management, financial oversight, human resources, laboratory operations, and scientific communication. We are dedicated to fostering a workplace culture grounded in integrity, respect, and inclusivity.
Under the supervision of the Academic Administrator or designated representative, the Administrative Coordinator II undertakes a variety of administrative responsibilities to offer dedicated support to researchers, staff, and graduate students. The tasks involved may be intricate, necessitating critical thinking, sound judgment, and proactive initiative. This position acts as the primary contact for laboratory personnel concerning all administrative functions.
Responsibilities
MAJOR RESPONSIBILITIES:
- Assist in the planning and organization of office operations, including budgeting, policy formulation, and procurement processes.
- Gather and compile budgetary data, support departmental accounting, and contribute to fiscal initiatives.
- Monitor fund disbursements to ensure appropriateness of expenses and adherence to budgetary constraints.
- Coordinate travel arrangements for staff and researchers.
- Execute complex executive and 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 sensitive departmental records related to employee roles and evaluations.
- Establish priorities and procedures for task completion, delegate responsibilities, and manage departmental workflow.
- Respond to urgent situations, prioritize tasks independently in the absence of department leadership, and effectively coordinate resources as needed.
- Serve as a liaison and address inquiries from various stakeholder groups, senior management, and employees within the institution.
- 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.
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