Administrative Assistant II

Administrative Assistant II 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.

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.

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.

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.