UMass Med School
Administrative Assistant III
UMass Med School, Worcester, Massachusetts, us, 01609
Administrative Assistant III
Minimum Salary
US-MA-Worcester
Job Location
4 weeks ago(9/5/2024 4:02 PM)
Requisition Number
2024-46917
# of Openings
1
Posted Date
Day
Shift
Non Exempt
Exempt/Non-Exempt Status
Union Position-W28-SHARE
Overview
POSITION SUMMARY:Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant III coordinates and performs a full range of advanced level, confidential, and complex administrative duties independently with minimal direction.
Responsibilities
ESSENTIAL FUNCTIONS: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 staffMonitor and evaluate office procedures. Initiate and implement new procedures. Develop, write, and revise office procedures and manualsCommunicate confidential information to senior administration, internal operation departments, and external sourceCoordinate and perform high level, complex, and varied administrative tasks requiring independent action and the setting of priorities and proceduresDraft, edit, and/or update correspondence, memoranda, grants, agendas, handouts, website updates, and reports, etc.Record, prepare, and distribute minutesMaintain calendar(s).Process payroll, orders, requisitions, personnel action, and other payroll and human resource related forms. Maintain confidential filesOrganize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databasesProvide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reportsArrange travel logistics and coordinate schedules. Completes travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursementMaintain travel recordsSchedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activitiesAssist the Department Head in budget preparation and reconciliationComplete journal entries and billingAnswer phones and screen calls. Provide information independently and respond to complex questionsGreet visitors; ascertain their needs and provide informationReview mail, highlights action or important items and attaches relevant files or information for review. Respond to routine correspondence. Draft responses to more complex correspondenceMaintain office equipment and inventory of supplies, purchase materials, and prepares purchasing paperwork and contracts. Verify budget is not overspentAssist with the credentialing processPerform other duties as required.
Qualifications
REQUIRED QUALIFICATIONS:HS Diploma or equivalent7-9 years of related experienceProficient in Microsoft Office products and softwarePossess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnelAbility to prioritize and problem solve.
Additional Information
For educational support positions you might want to add this to the position summary:Primary responsibilities involve utilization of various education computer programs for course registration, syllabus, curriculum, evaluation, data management and reporting. The Administrative Assistant II for education programs may function as a liaison between the program and other departments at UMMS regarding administrative and training issues.For research support positions you might want to add this to the position summary:Primary responsibilities involve support of projects, research endeavors, and grants. The Administrative Assistant II for research may function as a liaison between the department and other departments at UMMS regarding administrative and training issues.For all support positions you may want to keep these preferred qualifications here:PREFERRED QUALIFICATIONS:2-Year College DegreeAssist in the collection of budget information and preparation of grant applicationsAdheres to office procedures related to grant submissionsAssist in reconciling monthly receiptsMaintain confidential research files
Minimum Salary
US-MA-Worcester
Job Location
4 weeks ago(9/5/2024 4:02 PM)
Requisition Number
2024-46917
# of Openings
1
Posted Date
Day
Shift
Non Exempt
Exempt/Non-Exempt Status
Union Position-W28-SHARE
Overview
POSITION SUMMARY:Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant III coordinates and performs a full range of advanced level, confidential, and complex administrative duties independently with minimal direction.
Responsibilities
ESSENTIAL FUNCTIONS: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 staffMonitor and evaluate office procedures. Initiate and implement new procedures. Develop, write, and revise office procedures and manualsCommunicate confidential information to senior administration, internal operation departments, and external sourceCoordinate and perform high level, complex, and varied administrative tasks requiring independent action and the setting of priorities and proceduresDraft, edit, and/or update correspondence, memoranda, grants, agendas, handouts, website updates, and reports, etc.Record, prepare, and distribute minutesMaintain calendar(s).Process payroll, orders, requisitions, personnel action, and other payroll and human resource related forms. Maintain confidential filesOrganize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databasesProvide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reportsArrange travel logistics and coordinate schedules. Completes travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursementMaintain travel recordsSchedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activitiesAssist the Department Head in budget preparation and reconciliationComplete journal entries and billingAnswer phones and screen calls. Provide information independently and respond to complex questionsGreet visitors; ascertain their needs and provide informationReview mail, highlights action or important items and attaches relevant files or information for review. Respond to routine correspondence. Draft responses to more complex correspondenceMaintain office equipment and inventory of supplies, purchase materials, and prepares purchasing paperwork and contracts. Verify budget is not overspentAssist with the credentialing processPerform other duties as required.
Qualifications
REQUIRED QUALIFICATIONS:HS Diploma or equivalent7-9 years of related experienceProficient in Microsoft Office products and softwarePossess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnelAbility to prioritize and problem solve.
Additional Information
For educational support positions you might want to add this to the position summary:Primary responsibilities involve utilization of various education computer programs for course registration, syllabus, curriculum, evaluation, data management and reporting. The Administrative Assistant II for education programs may function as a liaison between the program and other departments at UMMS regarding administrative and training issues.For research support positions you might want to add this to the position summary:Primary responsibilities involve support of projects, research endeavors, and grants. The Administrative Assistant II for research may function as a liaison between the department and other departments at UMMS regarding administrative and training issues.For all support positions you may want to keep these preferred qualifications here:PREFERRED QUALIFICATIONS:2-Year College DegreeAssist in the collection of budget information and preparation of grant applicationsAdheres to office procedures related to grant submissionsAssist in reconciling monthly receiptsMaintain confidential research files