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UMass Chan Medical School · 4 hours ago

Administrative Assistant - Open Rank

Worcester, MA

Full-time

Onsite

Entry, Mid, Senior Level

3+ years exp

UMass Chan Medical School is dedicated to advancing our understanding of biological complexity through computational methods, evolutionary theory, and genomic technologies. The Administrative Assistant will perform complex administrative duties and support various functions within the department, adapting to the level of responsibility based on experience.

Higher Education

Responsibilities

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

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

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

Qualification

Microsoft Office proficiencyOrganizational skillsVerbal communicationWritten communicationInterpersonal skillsProblem-solving abilitySecretarial trainingData entryTravel coordinationBudget preparation