Job Grade: G

FLSA Category: Non-exempt

Summary

Incumbents in the Administrative Assistant SR position provide direct administrative support to a university executive. In addition to handling typical administrative tasks such as managing correspondence, scheduling appointments, and coordinating meetings, an Administrative Assistant SR often takes on more complex responsibilities such as preparing reports, analyzing data, and coordinating projects. They often act as a liaison between management, staff, and external contacts.  

Distinguishing Characteristics

The Administrative Assistant SR is distinguished from the Administrative Assistant in that incumbents at the Senior level are expected to exercise a higher degree of independent judgement and problem-solving skills because of the office they serve.  

Reporting and Supervisory Responsibilities

The Administrative Assistant SR reports to a Dean, a Vice President, or a Vice Provost. This classification may train and guide Staff Assistants and/or hourly or student employees. 

Essential Functions

1. Performs office duties, including answering phones, directing calls to appropriate parties, data entry, filing, calendar management, and other general duties as assigned. 
2. Screens inquiries and requests; uses judgement and tact to prioritize schedules, calendars, and meetings.  
3. Provides administrative support, including scheduling appointments, coordinating meetings/conferences, and maintaining/ordering office supplies. 
4. Serves as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the department. 
5. Composes and word-processes various standard documents, correspondence, and reports. 
6. Prepares agendas, coordinates meetings, and transcribes meeting minutes. 
7. Maintains current personnel files. 
8. May track faculty tenure and promotion processes. 
9. Plans and executes events, including banquets, receptions, retreats, etc. 
10. Assists with the hiring, training, and supervision of other office personnel. 
11. Performs other miscellaneous duties as assigned. 

Knowledge, Skills, and Abilities

1. Skilled with computer programs, including spreadsheets, relational databases, statistical packages, presentation software, and graphic packages. 
2. Excellent critical thinking skills. 
3. Skilled in creative problem solving. 
4. Skilled with basic office equipment, including printers, copiers, and telephone systems. 
5. Good organizational skills. 
6. Strong verbal and written communication skills. 
7. Ability to handle sensitive and confidential business data and personal information. 
8. Ability to work without supervision. 
9. Knowledge of University policies and procedures. 
10. Excellent customer service skills. 

Minimum Qualifications

Eight years of experience; or vocational/technical training/associate degree in an office or business field plus six years of related experience; or a bachelor’s degree in a related field plus four years of experience is required.

Work Environment and Physical Requirements

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. Employees nearly continuously sit, hear, listen, and talk. Often use repetitive hand motion (such as typing) and walking.  

Disclaimer

This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.