UMass Chan Medical School
Administrative Assistant - Open Rank
UMass Chan Medical School, Worcester, Massachusetts, us, 01609
Position Summary
Under the general supervision of the Manager or Department Head, the Administrative Assistant performs diversified and complex administrative duties. This open-rank posting (3 levels) hires candidates at 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.
Essential Functions Admin Assistant I
Prepare and update correspondence, memoranda, agendas, handouts, website updates, and reports.
Type, edit, and proofread material.
Respond to routine questions and routine correspondence.
Greet visitors; determine needs and provide information.
Maintain calendar(s).
Perform data entry and generate reports; audit data entry.
Arrange travel logistics, fill advance and authorization forms, and maintain travel records.
Schedule or arrange conferences, meetings, interviews, appointments, retreats, and events.
Submit voucher forms with receipts 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 material; identify priority items and route accordingly.
Order and maintain office and department supplies.
Open, review, distribute incoming mail; identify priority mail and route it; answer emails and respond to routine correspondence.
Perform other duties as required.
Admin Assistant II
All duties of Assistant I plus: coordinate and perform complex, varied administrative tasks requiring independent action and setting priorities and procedures.
Record, prepare, and distribute minutes.
Assist employees with onboarding, training, and answer operational questions within the scope of duties.
Assist with processing payroll, personnel action, and other HR related forms.
Organize data into spreadsheet format; generate reports for analysis and graphical display from spreadsheets and databases.
Review expense reports; submit voucher forms for reimbursement.
Answer phones and screen calls; provide information independently and respond to complex questions.
Answer emails and respond to routine correspondence.
Assist in collecting budget information and preparing grant applications.
Adhere to office procedures related to grant submissions.
Assist in reconciling monthly receipts.
Maintain confidential research files.
Admin Assistant III
All duties of Assistant II plus: participate in planning and organizing the office in terms of staffing, establishing administrative policies, procedures, and financial matters.
Manage daily office operation, schedules; delegate tasks; supervise office activities; resolve 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 sources.
Coordinate and perform high‑level, complex, and varied administrative tasks requiring independent action and setting priorities and procedures.
Draft, edit, and update correspondence, memoranda, grants, agendas, handouts, website updates, and reports.
Process payroll, orders, requisitions, personnel action, and other payroll and HR related forms; maintain confidential files.
Provide administrative support for special projects; assist in preparing data, reports, and following up on projects and reports.
Arrange travel logistics; submit voucher forms for reimbursement.
Assist the Department Head in budget preparation and reconciliation.
Complete journal entries and billing.
Review mail, highlight action or important items, attach relevant files or information for review; respond to routine correspondence; draft responses to more complex correspondence.
Maintain office equipment and inventory of supplies; prepare purchasing paperwork and contracts; verify budget is not overspent.
Assist with the credentialing process.
Required Qualifications Admin Assistant I
HS Diploma or equivalent.
3‑5 years of related experience.
Proficient in Microsoft Office products and software.
Strong organizational, verbal, written, and interpersonal skills.
Ability to prioritize and problem‑solve.
Specialized secretarial training preferred.
Admin Assistant II
All qualifications for Assistant I plus 5‑7 years of related experience.
Admin Assistant III
All qualifications for Assistant I plus 7‑9 years of related experience.
2‑Year College Degree preferred.
The University of Massachusetts Chan Medical School welcomes all qualified applicants and complies with all state and federal anti‑discrimination laws.
#J-18808-Ljbffr
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.
Essential Functions Admin Assistant I
Prepare and update correspondence, memoranda, agendas, handouts, website updates, and reports.
Type, edit, and proofread material.
Respond to routine questions and routine correspondence.
Greet visitors; determine needs and provide information.
Maintain calendar(s).
Perform data entry and generate reports; audit data entry.
Arrange travel logistics, fill advance and authorization forms, and maintain travel records.
Schedule or arrange conferences, meetings, interviews, appointments, retreats, and events.
Submit voucher forms with receipts 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 material; identify priority items and route accordingly.
Order and maintain office and department supplies.
Open, review, distribute incoming mail; identify priority mail and route it; answer emails and respond to routine correspondence.
Perform other duties as required.
Admin Assistant II
All duties of Assistant I plus: coordinate and perform complex, varied administrative tasks requiring independent action and setting priorities and procedures.
Record, prepare, and distribute minutes.
Assist employees with onboarding, training, and answer operational questions within the scope of duties.
Assist with processing payroll, personnel action, and other HR related forms.
Organize data into spreadsheet format; generate reports for analysis and graphical display from spreadsheets and databases.
Review expense reports; submit voucher forms for reimbursement.
Answer phones and screen calls; provide information independently and respond to complex questions.
Answer emails and respond to routine correspondence.
Assist in collecting budget information and preparing grant applications.
Adhere to office procedures related to grant submissions.
Assist in reconciling monthly receipts.
Maintain confidential research files.
Admin Assistant III
All duties of Assistant II plus: participate in planning and organizing the office in terms of staffing, establishing administrative policies, procedures, and financial matters.
Manage daily office operation, schedules; delegate tasks; supervise office activities; resolve 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 sources.
Coordinate and perform high‑level, complex, and varied administrative tasks requiring independent action and setting priorities and procedures.
Draft, edit, and update correspondence, memoranda, grants, agendas, handouts, website updates, and reports.
Process payroll, orders, requisitions, personnel action, and other payroll and HR related forms; maintain confidential files.
Provide administrative support for special projects; assist in preparing data, reports, and following up on projects and reports.
Arrange travel logistics; submit voucher forms for reimbursement.
Assist the Department Head in budget preparation and reconciliation.
Complete journal entries and billing.
Review mail, highlight action or important items, attach relevant files or information for review; respond to routine correspondence; draft responses to more complex correspondence.
Maintain office equipment and inventory of supplies; prepare purchasing paperwork and contracts; verify budget is not overspent.
Assist with the credentialing process.
Required Qualifications Admin Assistant I
HS Diploma or equivalent.
3‑5 years of related experience.
Proficient in Microsoft Office products and software.
Strong organizational, verbal, written, and interpersonal skills.
Ability to prioritize and problem‑solve.
Specialized secretarial training preferred.
Admin Assistant II
All qualifications for Assistant I plus 5‑7 years of related experience.
Admin Assistant III
All qualifications for Assistant I plus 7‑9 years of related experience.
2‑Year College Degree preferred.
The University of Massachusetts Chan Medical School welcomes all qualified applicants and complies with all state and federal anti‑discrimination laws.
#J-18808-Ljbffr