TITLE Administrative Assistant II
CLASSIFICATION NUMBER 3325
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
The Administrative Assistant II assists the Director or other supervisor with the department’s administrative activities and coordinates various administrative processes and projects. The Administrative Assistant II is generally the primary or lead administrative support position in a department. This position provides the full-range of administrative support activities for a department and generally has responsibility for several established and ongoing complex and/or difficult processes unique to the department in addition to general administrative support for the department. The Administrative Assistant II may assign and/or monitor the work of a second full-time administrative support person, student workers, or Graduate Assistants.
MINIMUM ACCEPTABLE QUALIFICATIONS
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 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. Administrative support positions require extensive keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. 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.
2. Helps the department to achieve its mission by coordinating processes associated with work specific to the department, such as using standards, criteria, contracts, or agreements to screen and processing various types of applications or documents, collecting and depositing fees, generating billing for departmental products or services, developing, maintaining, and utilizing databases, arranging meetings and/or multiple consultations or interviews integral to the work of the department on an ongoing basis, auditing and processing time records for large groups of full-time, part-time, and/or student employees, etc.
3. 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.
4. 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.
5. Bills internally or externally for goods or services provided by the department by determining the appropriate method and utilizing University processes.
6. Assists the supervisor 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. 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.
8. Assists with employment processes to varying degrees 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.)
9. 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.
10. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
11. 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.
12. Supports the department by performing all other duties as assigned by the supervisor.
The Administrative Assistant II is supervised by the Director or supervisor 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 other full-time administrative support personnel.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017