Administrative Assistant II

University of Massachusetts Medical School - Worcester, MA (30+ days ago)4.2


Overview

GENERAL SUMMARY OF POSITION:
Under the supervision of the Administrator or designee, the Administrative Assistant II coordinates and performs a full range of advanced level, confidential, and complex administrative duties. Prior approval is required before using this title.

Responsibilities

MAJOR RESPONSIBILITIES:
Coordinate and perform high level, complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures
Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports
Communicate confidential information to senior administration and external sources
Assist the Department Head in preparing and reconciliation of budgets
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 secretarial tasks, supervises clerical activities, resolves problems with medical, professional, and clerical staff
Monitor and evaluate office procedures. Initiate and implement new procedures as needed. Develop and writes office procedure manuals, revises as required.
Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display
Process payroll, personnel action, and other human resource related forms
Answer phones and screens calls. Provide information and responds to questions
Greet visitors; ascertains their needs and provides information as required
Arrange and schedule meetings. Record, prepare, and distribute minutes
Arrange travel logistics and coordinates schedules. Complete travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursement. Maintain travel records
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 confidential personnel files
Maintain office equipment and inventory of supplies, purchase materials, and prepares purchasing paperwork and contracts
Perform other duties as required

Qualifications

REQUIRED QUALIFICATIONS:
Associate’s degree in Business, or equivalent experience
5 years of office experience
Proficient in Microsoft Office products
Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
Ability to prioritize and problem solve

SUPERVISION RECEIVED:
Under the supervision of the Administrator or designee

SUPERVISION EXERCISED:
Supervise clerical staff

ENVIRONMENTAL WORKING CONDITIONS:
Usual office environment