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GENERAL SUMMARY OF POSITION:  

Under the supervision of the Administrator or designee, the Administrative Assistant II coordinates and performs a full range of advanced level, confidential, and complex administrative duties. Prior approval is required before using this title.

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

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 Administrator or designee 

SUPERVISION EXERCISED: 

Supervise clerical staff

ENVIRONMENTAL WORKING CONDITIONS:

Usual office environment

Grant, manuscript, and progress report submission experience preferred. Skilled in EndNote and in the update of Biosketch, Other Support, and CV.  Fast-paced environment.  http://www.umassmed.edu/behavioralmedicine/.