Administrative Assistant I- Ob/Gyn

University Of Massachusetts Medical School Worcester , MA 01601

Posted 2 weeks ago

Overview

POSITION SUMMARY:

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant I performs diversified and complex administrative duties.

Responsibilities

ESSENTIAL FUNCTIONS:

  • 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

  • Maintain calendar(s)

  • 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.

Qualifications

REQUIRED QUALIFICATIONS:

  • 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.

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:

  • Specialized secretarial training
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Administrative Assistant I- Ob/Gyn

University Of Massachusetts Medical School