Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant I performs diversified and complex administrative duties.
Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
Type, edit, and proofread material
Respond to routine questions and answer routine correspondence
Greet visitors; ascertains their need and provide information
Perform data entry and generate reports
Audit data entry
Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms.
Maintain travel records
Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
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. Take messages and relay information within scope of authority
Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
Order and maintain office and other department supplies
Open, review, distribute incoming mail. Identify priority mail and route accordingly Answer e-mails and respond to routine correspondence
Perform other duties as required.
HS Diploma or equivalent
3-5 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.
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:
University Of Massachusetts Medical School