Administrative Assistant III

Overview:
POSITION SUMMARY: 

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant III coordinates and performs a full range of advanced level, confidential, and complex administrative duties independently with minimal direction.   

 

Primary responsibilities involve support of projects, research endeavors, and grants. The Administrative Assistant II for research may function as a liaison between the department and other departments at UMass Chan regarding administrative and training issues.  

Responsibilities:
ESSENTIAL FUNCTIONS:                                           

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

Conducts literature reviews and synthesizes evidence

Leads grant preparation and formatting

Prepares and researches content-related information for lectures

Assists in managing various projects and supporting tasks of program directors

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

Record, prepare, and distribute minutes                                

Maintain calendar(s). Coordinates stakeholder engagement activities for research projects

Facilitates communication within research teams and across research labs with the division                

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

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

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           

Maintain travel records

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

Assist the Department Head in budget preparation and reconciliation                

Complete journal entries and billing

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

Greet visitors; ascertain their needs and provide information

Review mail, highlights action or important items and attaches 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 prepares purchasing paperwork and contracts. Verify budget is not overspent

Assist with the credentialing process

Perform other duties as required.

Qualifications:
REQUIRED QUALIFICATIONS:

 

HS Diploma or equivalent

7-9 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:
 

PREFERRED QUALIFICATIONS:

 

2-Year College Degree

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