Receptionist / Administrative Assistant - Chancellor's Office - University of Massachusetts Medical School

POSITION SUMMARY: 

Under the general supervision of the Executive Assistant to the Chancellor, the Receptionist/Administrative Assistant coordinates and performs a variety of confidential and administrative duties independently with minimal direction.  As the official greeter and initial point of contact for all visitors entering the Suite, this highly visible position requires an onsite presence, well-developed interpersonal skills, professionalism, dependability, attention to detail and strict confidentiality.

This position will provide support for the Communications and University Events teams under the Office of the Chancellor.

ESSENTIAL FUNCTIONS:

• Greet visitors; ascertain their needs and direct accordingly.
• Answer and direct telephone calls in a friendly and professional manner and take messages as needed. Troubleshoot with caller where appropriate.
• Review and distribute incoming mail.
• Order and maintain office and other department supplies.
• Reallocate bank card transactions, maintain receipts and process statements according to university policies.
• Process requisitions and payments according to university policies. Maintain records and follow up accordingly.
• Arrange travel logistics and coordinate schedules. Complete travel authorization forms and expense reports according to university policies.
• Maintain travel records.
• Assist with scheduling meetings, conferences, and events.
• Perform other duties as required.

REQUIRED QUALIFICATIONS:

• HS Diploma or equivalent
• Proficient in Microsoft Office products and software
• Possess organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel.
• Ability to prioritize and problem solve.

PREFERRED QUALIFICATIONS:

• 5+ years of related office experience