TITLE Administrative Assistant III
CLASSIFICATION NUMBER 3350
IMMEDIATE SUPERVISOR varies
MAJOR ADMINISTRATOR varies
The Administrative Assistant III assists the Director or other supervisor with the department’s administrative activities and coordinates various administrative processes and projects. The Administrative Assistant III is the primary or lead departmental administrative support position in a department and has primary responsibility for a wide variety of complex and difficult processes. These higher level responsibilities are associated with work unique to the department and are well-established, ongoing, and unlikely to change due to changes in personnel at the department head or administrative support level. The higher level responsibilities may include managing multiple financial accounts with active and complex purchasing activities, performing financial monitoring and reporting necessitating monthly reconciliation of multiple accounts and maintaining running balances of sub-accounts established within the department which are relied on by the supervisor for making financial decisions, coordinating complex processes involving the participation of many individuals or multiple units, etc. The Administrative Assistant III may assign and/or monitor 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 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 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.
Other: Positions associated with this position classification may be located in facilities requiring the position to be designated “sensitive” as defined by University policy. Positions associated with this position classification may include job duties, responsibilities, or activities that are subject to export control regulations.
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 complex processes associated with work specific to the department, such as working independently to organize processes involving multiple individuals or units, providing departmental services requiring the use of discretion and independent judgment in making decisions that affect employees or students, and/or working with complex and active financial accounts.
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. 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.
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 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 III 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 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
REVISED JANUARY 2017