Administrative Assistant - Open Rank

University of Massachusetts Medical School•Worcester, MA

About The Position

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. Our department embodies the convergence of Computational Biology, Evolutionary Biology, and Genomics. We are committed to advancing our understanding of biological complexity through cutting-edge computational methods, evolutionary theory, and genomic technologies.

Requirements

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
5-7 years of related experience
7-9 years of related experience

Nice To Haves

Specialized secretarial training preferred
2-Year College Degree preferred

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.
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
Review mail, highlight action or important items and attach relevant files or information for review.
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