Administrative Assistant II in Shrewsbury, Massachusetts

Company: University of Massachusetts Medical School


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.

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

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

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