Administrative Assistant I - HYBRID - University of Massachusetts Medical School

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

PREFERRED QUALIFICATIONS:

• Specialized secretarial training

Please note that this is a hybrid position, supporting services at a Department of Youth Services site in Westborough, MA. On-site work at 288 Lyman Street in Westborough will be required.

This position is part of a pilot program for which funding has been allocated for six months: July 1, 2024 through December 31, 2024 with the possibility, but not guarantee, of extension beyond December 2024.