Job Details
Overview
POSITION SUMMARY:
Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant II coordinates and performs a variety of confidential and complex administrative duties independently with minimal direction.
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 UMass Chan regarding administrative and training issues.
Responsibilities
ESSENTIAL FUNCTIONS:
- Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
- Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
- Record, prepare, and distribute minutes
- Maintain calendar(s)
- 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
- Perform data entry and generate reports
- Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
- Arrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.
- Maintain travel records
- Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
- Review expense reports. 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. Provide information independently and respond to complex questions
- Greet visitors; ascertain their needs and provide information
- Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
- Order and maintain office and other department supplies
- Answer e-mails and respond to routine correspondence
- Perform other duties as required.
Qualifications
REQUIRED QUALIFICATIONS:
- HS Diploma or equivalent
- 5-7 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
Additional Information
PREFERRED QUALIFICATIONS:
- 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
Organization
Realize Your Opportunities – A Career at UMASS Medical School
Inside Workings at UMASS Medical School
The University of Massachusetts Medical School (UMMS), the Commonwealth's only public medical school, is proud of our role in serving the people of Massachusetts. Although, its the inside workings of UMMS that makes the difference.
Mission and Culture
- We’re serious about our mission and about our people.
- Real World Impact - Our people get excited about our mission of real-world impact in health sciences education, research and public service.
- International Prominence and New Opportunities - As this institution has grown to national – and international – prominence, we’ve found new opportunities to train tomorrow’s physicians, nurses and scientists, discover causes of and cures for disease and help improve the quality of health care.
- Deep Commitment - With our clinical partner, UMass Memorial Health Care, and our other teaching affiliates, we share a deep commitment to national distinction in patient care.
- Valued Partnerships – UMMS partners with Commonwealth Medicine, the health care consulting arm of UMMS. Also, UMMS partners with MassBiologics in scientific collaborations, technology management and creating partnerships for the development of products for the benefit of patients. These valued partnerships help us to provide services and programs to help meet our needs at UMMS and the public.
- Proud Contributors - People at UMMS enjoy the feeling of going to work every day knowing what they do is truly important and worthwhile.
- Complementary and Inseparable - These varied parts of our mission and culture are complementary and inseparable.
Careers
UMMS, the state’s first and only public academic health sciences center, educates physicians, scientists and advanced practice nurses to heal, discover, teach and care, with compassion. UMMS is a world-class institution with opportunities to match.
Competitive Compensation – UMMS offers salaries that are competitive with Worcester-area employers. When combined with our generous benefits, perks, and paid time off, many job seekers are surprised to find a total rewards package that matches or exceeds their current situation.
Targeted Hiring Process – At UMMS, there are actually multiple hiring processes for different segments of our workforce. In nearly all cases, UMMS hiring process is decentralized, with qualified candidates screened and referred to an academic officer or manager with hiring authority.
24/7 Access to Employment Opportunities – iCIMS is our online job search and application system. iCIMS is available 24/7 to provide you with a convenient and up-to-date view of the available employment opportunities across our campuses. Updates are made daily and include all faculty and non-faculty position listings from every school and department within the UMMS. When you identify a position you are interested in and qualified for, apply online. New opportunities become available frequently so it pays to check back often!
Benefits
With outstanding benefits, competitive pay, extensive learning opportunities, and a stimulating and attractive work environment, UMMS may be exactly the employer you’ve been looking for.
- Superior Benefits - UMMS offers a wide range of benefits and perks that invite comparison with the best employers in the Worcester area – and with academic institutions anywhere. UMMS provides superior medical and dental coverage for you and your family, fully funded retirement plans, generous time off, a Tuition Assistance Plan – and much more.
- People Centered - UMMS is an employer, but it is also a community. Its comprehensive medical and dental benefits, retirement plans, and even paid holidays reflect an institution built around people, with a deep respect for their differences and needs.
- Commitment to Healthy Living - UMMS provides resources to help you balance work and life and encourages healthy living through great programs and discounts for fitness, physical activity, weight management, nutritional counseling and general wellness available through our health insurance plans.
- Breadth of Offerings - Above all, the breadth of UMMS offerings set the School apart and makes it an environment favored by all sorts of smart, career-savvy people.
Apply for a Job
As an equal opportunity and affirmative action employer, UMMS recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds.
Online - To view all job opportunities and apply online, visit www.umassmed.edu/hr and click on the “Careers” tab.
Start Now and Realize Your Opportunities!
A History of Making Vital Improvements - UMASS Medical School Milestones
- 1962: Legislation establishes University of Massachusetts Medical School
- 1970: First medical students begin classes in Shaw Building
- 1974: First class graduates 16 MDs
- 1979: PhD program begins
- 1986: Graduate School of Nursing opens
- 1986: PhD program becomes Graduate School of Biomedical Sciences
- 1994: Graduate School of Nursing initiates PhD program
- 1998: UMass Clinical System and Memorial Health Care merge to form UMass Memorial Health Care
- 2001: Lazare Research Building opens
- 2002: Campus Modernization begins on the University Campus
- 2004: Graduate Entry Pathway Program established at the Graduate School of Nursing
- 2005: PhD Program in Clinical & Population Health Research established at the Graduate School of Biomedical Sciences
- 2005: Massachusetts Biologic Laboratories opens new manufacturing and filling facility in Mattapan
- 2006: Craig Mello, PhD, Blais University Chair in Molecular Medicine and Howard Hughes Medical Institute Investigator, is awarded the Medical School's first Nobel Prize. Dr. Mello shared the 2006 Nobel Prize in Physiology or Medicine with Andrew Fire, PhD, of Stanford University, for their discoveries related to RNA interference.
- 2007: Michael F. Collins, MD, is named chancellor and Terence R. Flotte, MD, is named dean of the School of Medicine.
- 2009: Groundbreaking for the Albert Sherman Center, a 500,000-square-foot research and education facility slated for completion in 2012.
- 2010: Ambulatory Care Center opens
- 2012: The Albert Sherman Center, a 500,000-square-foot research and education facility, completed and opens