Job Grade: F

FLSA Category: Non-exempt

Summary

Incumbents in the Administrative Assistant position provide direct administrative support to a university executive. Responsibilities typically include managing correspondence, scheduling appointments, drafting documents, and maintaining records. They may also coordinate meetings and make travel arrangements. Additionally, administrative assistants often serve as a point of contact between different departments or external parties.  

Distinguishing Characteristics: 

The Administrative Assistant is distinguished from the Staff Assistant in that the Administrative Assistant position directly supports an Assistant Dean or Associate Dean, or an Assistant Vice President or Associate Vice President, or an Assistant Vice Provost or Associate Vice Provost.  

Reporting and Supervisory Responsibilities

The Administrative Assistant 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. 
12. Conduct ad hoc financial reporting and analysis and contribute to the development of innovative financial management tools. 
13. Ensure the financial system and supporting systems effectively support accounting and reporting. 
14. Other duties as assigned by the Vice President for Finance and Administrative Services. 

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

Vocational or technical training/Associate’s degree in an office or business field plus a minimum of four years of related experience; or a Bachelor’s degree in a related field plus two of experience; or six 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.