Administrative Assistant II-Hybrid

Company:  University of Massachusetts Medical School
Location: Worcester
Hours: Full Time
Type: Permanent
Job Requirements / Description

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant II coordinates and performs a variety of confidential and complex administrative duties independently with minimal direction.



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

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

Record, prepare, and distribute minutes

Maintain calendar(s)

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

Perform data entry and generate reports

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

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

Maintain travel records

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

Review expense reports. 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. Provide information independently and respond to complex questions                       

Greet visitors; ascertain their needs and provide information

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

Order and maintain office and other department supplies

Answer e-mails and respond to routine correspondence

Perform other duties as required.





HS Diploma or equivalent

5-7 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:
The Administrative Assistant position within Research Technology responsibilities include maintaining records for all software and hardware purchases, invoice journaling, creation of all requisitions and purchase orders among other general administrative duties.




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