Overview 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. 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. Responsibilities 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. Qualifications 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 Additional Information PREFERRED QUALIFICATIONS: • 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 #LI-Hybrid