TITLE Academic Administrative Assistant III
CLASSIFICATION NUMBER 3250
IMMEDIATE SUPERVISOR Academic Department Head
The Academic Administrative Assistant III is the primary or lead departmental administrative support position in an academic teaching department with primary responsibility for a wide variety of complex processes, which generally includes both very active purchasing of specialized equipment and supplies and a large volume of complex financial recordkeeping and reporting responsibilities. These higher level responsibilities are completed independently with limited supervision and are a result of departmental activities (the nature of the work, activities, and events associated with the discipline, multiple active grants, internal departmental accounting requirements, etc.) and are well-established, ongoing, and unlikely to change due to changes in personnel at the department head or administrative support level. The Academic Administrative Assistant III assigns and/or monitors the work of a second full-time administrative support person, student workers, or Graduate Assistants.
Education/Experience: A high school diploma or the equivalent and four years of administrative support or secretarial experience or an equivalent combination of education and experience is required. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred.
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, proctoring tests, 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. Purchases specialized equipment and supplies needed for faculty research projects or classes on a frequent and regular basis by locating suppliers, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.
7. Manages multiple departmental, grant, and/or foundation accounts with active purchasing activities, budget transfers, and/or billing by reconciling accounts monthly, maintaining balances of very active accounts and sub-accounts established within the department, and preparing monthly financial reports which are relied on by the Department Head for making financial decisions.
8. Coordinates the development of the semester course schedule by initiating the process by recreating previous semester schedules, contacting faculty to determine courses and sections they wish to teach, obtaining rooms that meet special needs of the courses during the days and times scheduled, contacting per course instructors to teach sections that full-time faculty are unable to teach, preparing personnel action forms and monitoring their approval, entering the courses, sections, instructors, times, dates, and rooms into the database, monitoring course registration, alerting the department head of low or high enrollments and waiting lists, and acting to control distribution of enrollment by sections.
9. 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.
10. 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.).
11. May assist with competitive admission processes to undergraduate or graduate programs or with application 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.
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, and assuring security of 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 III is supervised by the Department Head and generally selects, schedules, assigns, and reviews the work of student workers or Graduate Assistants. The Academic Administrative Assistant III serves as lead administrative support person in the department and assigns and/or reviews the work of other full-time administrative support personnel.
OFFICE OF HUMAN RESOURCES
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to 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, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 4 - 110 Points: Some supervision and training of small numbers of student or part-time workers is required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees. Supervisory tasks may include providing input into hiring and employee evaluation processes, but the final decisions are made by other supervisors. The incumbent typically does not perform a full range of supervisory responsibilities, and supervisory duties typically involve relatively little time during the work day.
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 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
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.