Administrative Assistant II

Administrative Assistant IIUnder 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.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.ResponsibilitiesEssential functions include: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 minutesMaintain calendar(s)Assist employees with onboarding, training, and answer operational questions within the scope of dutiesAssist with the processing of payroll, personnel action, and other human resource related formsPerform data entry and generate reportsOrganize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databasesArrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.Maintain travel recordsSchedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activitiesReview expense reports. Submit voucher forms with appropriate receipts and information for reimbursementProcess and track documents such as invoices, payments and requisitions. Follow up on payments. Reallocate purchases when necessaryAnswer phones and screen calls. Provide information independently and respond to complex questionsGreet visitors; ascertain their needs and provide informationReview, sort, distribute, and file a variety of material. Identify priority items and route accordinglyOrder and maintain office and other department suppliesAnswer e-mails and respond to routine correspondencePerform other duties as required.QualificationsRequired qualifications include:HS Diploma or equivalent5-7 years of related experienceProficient in Microsoft Office products and softwarePossess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnelAbility to prioritize and problem solveAdditional InformationPreferred qualifications include:Assist in the collection of budget information and preparation of grant applicationsAdheres to office procedures related to grant submissionsAssist in reconciling monthly receiptsMaintain confidential research files