TITLE Academic Administrative Assistant II
CLASSIFICATION NUMBER 3225
IMMEDIATE SUPERVISOR Academic Department Head
The Academic Administrative Assistant II assists the Department Head of an academic teaching department with the department’s administrative activities and coordinates various administrative processes and projects in the department. The Academic Administrative Assistant II is generally the primary or lead administrative support position in an academic teaching department. This position provides the full-range of administrative support activities for an academic teaching department. The Academic Administrative Assistant II may assign and/or monitor the work of an Administrative Assistant I, student workers, or Graduate Assistants.
Education/Experience: A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required.
Skills: Keyboarding skills with speeds of at least 50 wpm are required. A working knowledge of word processing and spreadsheet applications is required. Must have a working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department. Must know how to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations. Effective oral and written communication skills are required. Must be able to train, assign work, and review the work of full- and part-time employees and student workers. Must have the ability to maintain departmental financial records and accounts and prepare financial reports.
Effort: Administrative support positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Administrative support positions require extensive keyboarding. Administrative support positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or kneel to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Serves as administrative assistant to the Department Head of an academic teaching department by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the Department Head’s calendar, preparing and proofreading correspondence, reports, and other documents prepared by the Department Head, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring academic calendar events for the Department Head, initiating recurring administrative processes related to the academic calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports.
2. Serves as the communication hub of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, faculty, staff, and/or students, communicating information from the Department Head to others, collecting and organizing information requested by the Department Head from others, and making information available to others by mail, email, telephone, and the web.
3. Assists faculty by answering questions and providing information, locating desired information and materials, providing assistance in test preparation, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.
4. Assists students by determining who can best provide information needed by the student, providing initial assistance to students with questions about classes, registration, permissions, etc. using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures), and assigning advisors.
5. Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment, and supplies and equipment used in the classroom or for research, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.
6. Assists the Department Head to varying degrees in maintaining financial control of departmental accounts by reconciling purchases to Financial Services reports, tracking income, expenditures, and transfers to Financial Services reports, and/or maintaining internal records of expenditures.
7. Assists the Department Head to varying degrees in creating the semester course schedule by entering the courses, sections, instructors, times, dates, and rooms into the database, initiating the process by recreating previous semester schedules, contacting faculty to determine courses and sections they wish to teach, obtaining rooms that meet the needs of the nature of the courses during the days and times scheduled, preparing personnel action forms and monitoring their approval, monitoring course registrations to alert the department head of low or high enrollment, waiting lists, and/or to control distribution of enrollment by courses and sections.
8. Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.
9. Assists with employment processes to varying degrees by preparing the recruiting announcement, monitoring and maintaining credential files of applicants, preparing master files for the search committee, preparing correspondence to applicants, entering required information into the applicant database, preparing position authorization forms and personnel action forms and monitoring their approval, and assisting new employees with processes associated with employment (completion of Form I-9, obtaining access to network resources, arranging office space, equipment, services, and supplies, etc.).
10. May assist with competitive admission processes to undergraduate or graduate programs and/or the application process for departmental scholarships by answering questions about the program, sending out program and/or scholarship information, maintaining databases of required applicant information, monitoring and maintaining applicant files, reviewing information for determine if minimum qualifications are met, and preparing correspondence to applicants.
11. May register students each block who are enrolled in structured clinical programs and assist with clinical experience placements by developing and maintaining databases of sites, preceptors, and students.
12. Supports the administrative business functions of the department by obtaining and processing textbook adoptions, organizing the faculty evaluation process, maintaining the departmental website and databases, scheduling the use of classrooms, labs, and meeting rooms, and securing classrooms, labs, equipment, and records.
13. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Department Head or required by the University.
14. Supports the department by performing all other duties as assigned by the department head.
The Academic Administrative Assistant II is supervised by the Department Head and may select, schedule, and assign and review the work of student workers or Graduate Assistants. The Academic Administrative Assistant II may serve as lead administrative support person in the department and assign and/or review the work of Academic Administrative Assistants I, student workers, and Graduate Assistants.
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 4 - 500 Points: A combination of education and experience equivalent to a Level 4 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.
Factor 3: Responsibility for the Work of Others
Level 3 - 60 Points: Supervision of one student or part-time worker or graduate assistant, where the nature of supervision is largely confined to scheduling and assigning tasks and reviewing completed work. The incumbent may provide input into the staffing and evaluation processes, but the final decisions are made by other supervisors. The incumbent does not perform a full range of supervisory activities and spends relatively little time performing supervisory functions.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 3 - 105 Points: The purpose of contacts is to advise or counsel students or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.
Factor 6: Work Impact
Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.