Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Coordinate and perform complex administrative tasks with minimal direction.
- Company: Join UMass Chan Medical School, a leader in research and education.
- Benefits: Enjoy a hybrid work environment and flexible hours.
- Why this job: Gain valuable experience in a dynamic setting while making an impact.
- Qualifications: HS Diploma required; 5-7 years of related experience preferred.
- Other info: Proficiency in Microsoft Office and strong organisational skills are essential.
The predicted salary is between 42000 - 84000 £ per year.
Join to apply for the Administrative Assistant II role at UMass Chan Medical School
1 day ago Be among the first 25 applicants
Join to apply for the Administrative Assistant II role at UMass Chan Medical School
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.
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
- Maintain calendar(s)
- 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
The University of Massachusetts Chan Medical School welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.
Seniority level
-
Seniority level
Not Applicable
Employment type
-
Employment type
Part-time
Job function
-
Job function
Administrative
-
Industries
Research Services
Referrals increase your chances of interviewing at UMass Chan Medical School by 2x
Get notified about new Administrative Assistant jobs in Shrewsbury, MA.
Residence Hall Office Assistant (03 Student) – Rolling Applicant Pool – Worcester State University
Medical Front Desk Receptionist (Part Time)(Worcester)
Transport Team Member – 24 hours Monday, Thursday, Friday 8:30am-5pm
Interim Executive Administrative Assistant
Waltham, MA $50,000.00-$60,000.00 22 hours ago
Shrewsbury, MA $68,000.00-$73,000.00 1 week ago
Waltham, MA $50,000.00-$60,000.00 5 days ago
Wellesley, MA $63,800.00-$86,100.00 1 week ago
We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.
#J-18808-Ljbffr
Administrative Assistant II employer: UMass Chan Medical School
Contact Detail:
UMass Chan 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 mentioned in the job description, such as Microsoft Teams and SharePoint. Being able to demonstrate your proficiency in these tools during an 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 position.
✨Tip Number 3
Practice your communication skills, both verbal and written. Since the role involves interacting with various personnel and preparing correspondence, being articulate and clear will be crucial in making a good impression.
✨Tip Number 4
Research UMass Chan Medical School and its culture. Understanding their values and mission can help you tailor your responses in interviews, showing that you're not just a fit for the role but also for the organisation.
We think you need these skills to ace Administrative Assistant II
Some tips for your application 🫡
Understand the Role: Read through the job description carefully to understand the key responsibilities and required qualifications for the Administrative Assistant II position. Tailor your application to highlight relevant experiences that align with these requirements.
Craft a Strong CV: Ensure your CV is up-to-date and clearly outlines your administrative experience, particularly any roles where you performed complex tasks independently. Use bullet points to make it easy to read and focus on achievements that demonstrate your organisational skills.
Write a Compelling Cover Letter: In your cover letter, express your enthusiasm for the role and the organisation. Highlight specific experiences that showcase your ability to manage multiple tasks, coordinate schedules, and communicate effectively with various stakeholders.
Proofread Your Application: Before submitting your application, take the time to proofread all documents for spelling and grammatical errors. A polished application reflects attention to detail, which is crucial for an Administrative Assistant role.
How to prepare for a job interview at UMass Chan 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 make decisions independently or manage challenging tasks, and be ready to share those stories.
✨Demonstrate Strong Communication Skills
Since the role involves interacting with various personnel and stakeholders, practice articulating your thoughts clearly. Be prepared to discuss how you've effectively communicated in past roles, whether through emails, meetings, or face-to-face interactions.
