Administrative Assistant II
University of Massachusetts Medical School - Charlestown, MA

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Under the direction of the administrative coordinator for the Center for Health Law and Economics, the administrative assistant will perform advanced level, complex and confidential administrative duties in supporting the director and executive staff of the Center relative to business activities and general departmental operations.

Responsibilities:
MAJOR RESPONSIBILITIES:
Coordinate and perform high level, complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports.
Communicate confidential information to senior administration and external sources.
Assist the Department Head in preparing and reconciliation of budgets.
Participate in the planning and organization of the office in terms of staffing, establishing administrative policies and procedures and financial matters. Develop a comprehensive knowledge of administrative activities of the department and the Medical School.
Manage the daily operation of the office, schedules, organizes and delegates secretarial tasks, supervises clerical activities, resolves problems with medical, professional, and clerical staff.
Monitor and evaluate office procedures. Initiate and implement new procedures as needed. Develop and writes office procedure manuals, revises as required.
Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display.
Process payroll, personnel action, and other human resource related forms
Answer phones and screens calls. Provide information and responds to questions.
Greet visitors; ascertains their needs and provides information as required.
Arrange and schedule meetings. Record, prepare, and distribute minutes.
Arrange travel logistics and coordinates schedules. Complete travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursement. Maintain travel records
Review mail, highlights action or important items and attaches relevant files or information for review. Respond to routine correspondence. Draft responses to more complex correspondence.
Maintain confidential personnel files.
Maintain office equipment and inventory of supplies, purchase materials, and prepares purchasing paperwork and contracts.
Perform other duties as required

Qualifications:
REQUIRED QUALIFICATIONS:
Associate’s degree in Business, or equivalent experience
5 years of office experience
Proficient in Microsoft Office products
Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
Ability to prioritize and problem solve

SUPERVISION RECEIVED :
Under the supervision of the department head or Administrative Coordinator III

SUPERVISION EXERCISED:
None

ENVIRONMENTAL WORKING CONDITIONS:
Usual office environment

Additional Information:
This position is located in Charlestown, Massachusetts, just north of Boston and accessible to the MBTA's orange line.

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