TITLE Administrative Assistant IV
CLASSIFICATION NUMBER 3375
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
The Administrative Assistant IV is the primary or lead departmental administrative support position in a department that consists of diverse and complex activities or has a coordination role involving subsidiary units. The Administrative Assistant IV performs diverse, responsible, and complex functions with minimal supervision that require initiative, the frequent exercise of independent judgment, and a thorough understanding of University policies, procedures, and operations. These higher level responsibilities are associated with responsibilities that are well-established, ongoing, and unlikely to change due to changes in personnel at the department head or administrative support level. The Administrative Assistant IV may provide coordination and direction to staff in subsidiary units and/or assign and monitor work of a second full-time administrative support person, student workers, and Graduate Assistants.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and five 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 are required. A working knowledge of word processing and spreadsheet applications is required. 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 is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations is required. Effective verbal and written communication skills are required. The ability to train, assign work, and review the work of full- and part-time employees and student workers is required. The ability to maintain departmental financial records and accounts and prepare financial reports is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Administrative support positions are primarily sedentary.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Relieves the Director or other supervisor of operational or administrative details by planning and coordinating the implementation of policies and decisions, recommending changes in policies or procedures, and making administrative decisions on behalf of the supervisor when appropriate and within established guidelines or policy.
2. Helps the department to achieve its mission by coordinating complex processes associated with work specific to the department, such as independently managing processes involving vendors and complex financial transactions, regularly organizing and leading projects involving other units, regularly hiring, scheduling, and providing on-site supervision for pools of workers, independently administering University processes or departmental services requiring the use of discretion and independent judgment in making decisions that affect employees or students, managing multiple, complex, and active financial accounts, communicating sensitive information on behalf of the supervisor, etc.
3. Serves as administrative assistant to the Director or other supervisor by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the supervisor’s calendar, preparing and proofreading correspondence, reports, and other documents prepared by the supervisor, organizing and maintaining paper and electronic filing systems, initiating recurring administrative processes, coordinating projects, and assisting in the completion of reports by researching and gathering required information and preparing reports.
4. Serves as the communication hub of the department by communicating information from the supervisor to others, collecting and organizing information requested by the supervisor from others, making information available to others by mail, email, telephone, and the web, and providing more complex information on processes specific to the department to faculty, staff, students, other departments, and/or the public.
5. Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment, 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. Bills internally or externally for goods or services provided by the department by determining the appropriate method and utilizing University processes.
7. Manages multiple departmental accounts with active purchasing activities by reconciling accounts monthly, maintaining running balances of sub-accounts established within the department, and preparing financial reports which are relied on by the supervisor for making financial decisions.
8. Coordinates financial reporting of programs or accounts of subsidiary units by collecting required financial information, performing appropriate analysis, and preparing reports for the supervisor.
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 by monitoring and maintaining credential files of applicants, preparing master files for search committees, 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 orientation, office space, equipment, services, and supplies, etc.)
11. Supports the administrative business functions of the department by maintaining the departmental website and databases, scheduling the use of conference rooms, and maintaining security of equipment, files, and records.
12. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
14. Supports the department by performing all other duties as assigned by the supervisor.
The Administrative Assistant IV is supervised by the Director or other supervisor and may select, schedule, and assign and review the work of student workers or Graduate Assistants. The Administrative Assistant IV serves as lead administrative support person in the department and subsidiary units and may assign and review the work of other full-time administrative support personnel.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2014
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 6 - 900 Points: A combination of education and experience equivalent to a Level 6 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 5 - 580 Points: Advanced 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, the ability to work independently and coordinate a variety of activities and events, specific professional skills, and/or skills in managing a wide variety of complex processes are required.
Factor 3: Responsibility for the Work of Others
Level 5 - 180 Points: Supervision and training of moderate numbers of student and/or part-time or temporary workers may be required where the nature of supervision is largely confined to scheduling work, assigning tasks, and reviewing completed work. Supervision at this level may also involve directing the work assignments of a small number of permanent, full-time employees. Supervisory tasks include providing substantial input into the process of screening and hiring employees and providing performance information for other supervisors to use as part of the employee evaluation processes. Supervisory duties typically involve a small but significant portion of work day activities.
Factor 4: Guidelines
Level 4 - 370 Points: The work involves operating under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Supervision is given through statements of departmental, program, or project objectives and available resources. Administrative guidelines are relatively comprehensive, and incumbents need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations the incumbent must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, and incomplete or conflicting data. The incumbent exercises judgment in interpreting the intent of guidelines, methods, and procedures, and determines the best process to achieve objectives.
Factor 5: Contacts
Level 5 - 345 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of coworkers, students, or the general public, and may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems.
Factor 6: Work Impact
Level 4 - 475 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, and the services, information, or products provided have significant 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.