Administrative Assistant

2 weeks ago

Worcester Massachusetts, United States University of Massachusetts Medical School Full time
Overview:
POSITION SUMMARY: 

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant performs diversified and complex administrative duties.

 

This is an open-rank posting (there are 3 levels of Admin Assistant) - candidates will be hired into the level commensurate with their experience.

Responsibilities:
ESSENTIAL FUNCTIONS:

Admin Assistant I:

Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.

Type, edit, and proofread material

Respond to routine questions and answer routine correspondence

Greet visitors; ascertains their need and provide information

Maintain calendar(s)

Perform data entry and generate reports

Audit data entry

Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms.

Maintain travel records

Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities

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. Take messages and relay information within scope of authority

Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly

Order and maintain office and other department supplies

Open, review, distribute incoming mail. Identify priority mail and route accordingly. Answer e-mails and respond to routine correspondence

Perform other duties as required.

Admin Assistant II:

Duties noted above plus:

Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.

Record, prepare, and distribute minutes

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

Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases                                              

Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement

Answer phones and screen calls. Provide information independently and respond to complex questions                               

Answer e-mails and respond to routine correspondence

Assist in the collection of budget information and preparation of grant applications

Adheres to office procedures related to grant submissions

Assist in reconciling monthly receipts

Maintain confidential research files.

Admin Assistant III:

Duties noted above plus:

Participate in the planning and organization of the office in terms of staffing, establishing administrative policies and procedures and financial matters. Develop a comprehensive knowledge of administrative activities of the department and the Medical School                           

Manage the daily operation of the office, schedules, organizes and delegates administrative assistant tasks, supervises office activities, resolves problems with medical, professional, and clerical staff

Monitor and evaluate office procedures. Initiate and implement new procedures.  Develop, write, and revise office procedures and manuals                                

Communicate confidential information to senior administration, internal operation departments, and external source

Coordinate and perform high level, complex, and varied administrative tasks requiring independent action and the setting of priorities and procedures

Draft, edit, and/or update correspondence, memoranda, grants, agendas, handouts, website updates, and reports, etc.       

Process payroll, orders, requisitions, personnel action, and other payroll and human resource related forms. Maintain confidential files                                

Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports

Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursement                                           

Assist the Department Head in budget preparation and reconciliation

Complete journal entries and billing

Review mail, highlight action or important items and attach relevant files or information for review. Respond to routine correspondence.  Draft responses to more complex correspondence                               

Maintain office equipment and inventory of supplies, purchase materials, and prepare purchasing paperwork and contracts. Verify budget is not overspent

Assist with the credentialing process              

Qualifications:
REQUIRED QUALIFICATIONS:

Admin Assistant I:

HS Diploma or equivalent

3-5 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

Specialized secretarial training preferred

Admin Assistant II:

Requirements noted for AA I plus:

5-7 years of related experience

Admin Assistant III:

Requirements noted for AA I plus:

7-9 years of related experience

2-Year College Degree preferred.  

Additional Information:
This position is for the E.K Shriver Center.

Experience working with people with disabilities, especially developmental disabilities.

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