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- Tasks: Coordinate and perform complex administrative tasks with minimal direction.
- Company: Join UMass Chan Medical School, a top-ranked institution known for its commitment to diversity and inclusion.
- Benefits: Enjoy a hybrid work model and gain valuable experience in a supportive environment.
- Why this job: Be part of a dynamic team that values your input and fosters professional growth.
- Qualifications: High school diploma required; 5-7 years of related experience preferred.
- Other info: Opportunity to work with advanced software and tools, enhancing your tech skills.
The predicted salary is between 28800 - 43200 £ per year.
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Administrative Assistant II Job Number: 2025-48379
Category: Administrative Support
Location: Shrewsbury, MA
Shift: Day
Exempt/Non-Exempt: Non Exempt
Business Unit: UMass Chan Medical School
Department: School – Psychiatry-SPARC – W833014
Job Type: Part-Time
Salary Grade: 17
Union Code: Union Position-W28-SHARE
Num. Openings: 1
Post Date: July 8, 2025
POSITION SUMMARY:
Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant II coordinates and performs a variety of confidential and complex administrative duties independently with minimal direction.
ESSENTIAL FUNCTIONS:
- Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
- Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
- Record, prepare, and distribute minutes
- Assist employees with onboarding, training, and answer operational questions within the scope of duties
- Assist with the processing of payroll, personnel action, and other human resource related forms
- Perform data entry and generate reports
- Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
- Arrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.
- Maintain travel records
- Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
- Review expense reports. 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. Provide information independently and respond to complex questions
- Greet visitors; ascertain their needs and provide information
- Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
- Order and maintain office and other department supplies
- Answer e-mails and respond to routine correspondence
- Perform other duties as required.
REQUIRED QUALIFICATIONS:
- HS Diploma or equivalent
- 5-7 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
*Please note – This is a HYBRID position.
PREFERRED QUALIFICATIONS:
- Working technical knowledge to effectively utilize several systems including Sharepoint, Microsoft Teams, Microsoft Outlook and internal UMass Chan software applications
- Experience with graphic design software (Adobe InDesign, Canva, etc)
- Experience managing Zoom meetings and complex Outlook Calendar requests
- Experience with expense monitoring and reporting
- Experience liaising with stakeholders and teams across multiple sites
UMass Chan Medical School was among 23 companies that stood out as 2023 “DEI champions,” according toThe Boston Globe.
Named a U.S. News & World Report
“2023 BEST MEDICAL GRAD SCHOOL”
for Primary Care and Research
#J-18808-Ljbffr
Administrative Assistant II employer: University of Massachusetts Medical School
Contact Detail:
University of Massachusetts Medical School Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrative Assistant II
✨Tip Number 1
Familiarise yourself with the specific software and tools mentioned in the job description, such as Microsoft Office, SharePoint, and Microsoft Teams. Being able to demonstrate your proficiency in these applications during the interview can set you apart from other candidates.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects in previous roles. This will show that you can handle the complex administrative duties required for the Administrative Assistant II position.
✨Tip Number 3
Research UMass Chan Medical School and its values, especially their commitment to diversity, equity, and inclusion. Being able to discuss how your personal values align with theirs can make a strong impression during your interview.
✨Tip Number 4
Prepare to discuss your experience with onboarding and training employees, as well as your ability to answer operational questions. This is a key part of the role, and showcasing your relevant experience will demonstrate your readiness for the position.
We think you need these skills to ace Administrative Assistant II
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience that aligns with the responsibilities of the Administrative Assistant II role. Emphasise your organisational skills, proficiency in Microsoft Office, and any experience with data entry or report generation.
Craft a Compelling Cover Letter: Write a cover letter that showcases your understanding of the role and how your background fits the job description. Mention specific examples of your previous administrative work and how it prepares you for this position.
Highlight Relevant Skills: In your application, clearly outline your skills that match the job requirements, such as problem-solving abilities, communication skills, and experience with software like SharePoint and Microsoft Teams.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for an administrative role.
How to prepare for a job interview at University of Massachusetts Medical School
✨Showcase Your Organisational Skills
As an Administrative Assistant II, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples of how you've successfully prioritised and organised your workload in previous roles.
✨Familiarise Yourself with Relevant Software
Make sure you're comfortable with Microsoft Office products and any other software mentioned in the job description, like SharePoint and Microsoft Teams. Being able to discuss your experience with these tools will show that you're ready to hit the ground running.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities and how you handle complex situations. Think of specific instances where you've had to resolve issues or manage conflicts, and be ready to share those stories.
✨Demonstrate Strong Communication Skills
Since the role involves interacting with various personnel, practice articulating your thoughts clearly and confidently. Be prepared to discuss how you've effectively communicated in past roles, whether through emails, meetings, or face-to-face interactions.
