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Administrative Assistant III
Job Number: 2023-44266
Category: Administrative Support
Location: Worcester, MA
Shift: Day
Exempt/Non-Exempt: Non Exempt
Business Unit: UMass Chan Medical School
Department: School - Student Life - W410720
Job Type: Full-Time
Salary Grade: 19
Union Code: Union Position-W28-SHARE
Num. Openings: 1
Post Date: Dec. 5, 2023


Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant III coordinates and performs a full range of advanced level, confidential, and complex administrative duties independently with minimal direction.   

ESSENTIAL FUNCTIONS:                                           

  • 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 administrative assistant tasks, supervises office activities, resolves problems with medical, professional, and clerical staff                                        
  • Monitor and evaluate office procedures.  Initiate and implement new procedures.  Develop, write, and revise office procedures and manuals                                           
  • Communicate confidential information to senior administration, internal operation departments, and external source
  • Coordinate and perform high level, complex, and varied administrative tasks requiring independent action and the setting of priorities and procedures
  • Draft, edit, and/or update correspondence, memoranda, grants, agendas, handouts, website updates, and reports, etc.
  • Record, prepare, and distribute minutes                                
  • Maintain calendar(s).
  • Process payroll, orders, requisitions, personnel action, and other payroll and human resource related forms. Maintain confidential files
  • Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases                               
  • Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports
  • Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursement           
  • Maintain travel records
  • Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
  • Assist the Department Head in budget preparation and reconciliation                
  • Complete journal entries and billing
  • Answer phones and screen calls. Provide information independently and respond to complex questions                               
  • Greet visitors; ascertain their needs and provide information
  • 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 office equipment and inventory of supplies, purchase materials, and prepares purchasing paperwork and contracts. Verify budget is not overspent
  • Assist with the credentialing process
  • Perform other duties as required.


  • HS Diploma or equivalent
  • 7-9 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.   

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:


  • 2-Year College Degree
  • Assist in the collection of budget information and preparation of grant applications
  • Adheres to office procedures related to grant submissions
  • Assist in reconciling monthly receipts
  • Maintain confidential research files

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UMass Chan Medical School was among 23 companies that stood out as 2023 “DEI champions,” according to The Boston Globe.   

Named a U.S. News & World Report
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