Administrative Assistant

Position Type:

Purpose of Classification:

Performs varied advanced secretarial and administrative work unique to the work unit requiring initiative and independent judgment. Incumbents work independently under general direction. Keeps official records and recommends administrative policies. Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices. Incumbents may have contact with high level administrative offices requiring use of business vocabulary, tact, discretion and judgment.

Distinguishing Characteristics:

This is third in a series of four classifications. It is distinguished from the Administrative Secretary by the judgment and authority exercised in setting priorities, interpreting policy, authorizing travel and purchase requisitions, utilizing knowledge of policies and priorities of work units and supervisor. Incumbents may be assigned to an office such as medical, scientific or legal which may require use and familiarity with specialized terms, practices or systems. This classification is used for positions that are a combination of secretarial and administrative duties and also for those performing the highest level duties and requiring the highest skill level in the secretarial field.

Example of Duties:

  • Performs a variety of administrative and/or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.
  • Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation, requiring application of a specialized knowledge of the assigned function.
  • Researches, summarizes and analyzes information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information following supervisor's general direction; selects relevant information from a variety of sources.
  • Maintains and reconciles budgets for departmental, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases.
  • Implements new policies, procedures or practices impacted by decisions made by supervisor at meetings and conferences.
  • Coordinates business affairs, personnel matters and may interpret policies and procedures.
  • Serves as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
  • Opens and reviews all incoming mail; answers inquiries and composes correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff. Signs supervisor's name in accordance with established guidelines.
  • Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
  • Plans and arranges conferences or meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.
  • Types or word processes correspondence, reports or other documents from rough draft, shorthand notes or dictaphone tapes; corrects grammar, spelling and punctuation errors; edits wording without changing intended message.
  • Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
  • May supervise, monitor or coordinate the activities of subordinates.

Knowledge, Skills, and Abilities:

  • Knowledge of basic accounting/budgeting procedures.
  • Knowledge of standard office policies and procedures.
  • Skill in developing and maintaining good working relationships.
  • Skill in English composition, grammar, spelling and punctuation.
  • Skill in basic math.
  • Skill in the use of personal computer/software.
  • Ability to problem solve and make decisions.
  • Ability to effectively communicate.

Minimum Qualifications:

  • Four years directly related experience; OR,
  • Certificate in Secretarial Science AND three years of directly related experience; OR,
  • Any equivalent combination of experience, training and/or education approved by Human Resources.
Created Date:
Revised Date: