Administrative Associate

Position Type:

Purpose of Classification:

Provides administrative support by coordinating staff and general administrative functions to include monitoring budgets and business affairs, personnel matters, and interpreting policies and procedures. Such functions generally call upon incumbents to make decisions in regards to acquisition and allocation of organizational resources, to coordinate the work activities of staff/student employees, and to apply analytical and problem solving techniques to work units business affairs including financial and human resources matters.

Distinguishing Characteristics:

This is the fourth in a series of four classifications. It differs from the Administrative Assistant in that the major duties performed are administrative in nature and secretarial/clerical duties are performed infrequently.

Example of Duties:

  • Supervises, monitors or coordinates the activity of subordinates.
  • Monitors or oversees the monitoring of a variety of account expenditures; maintains and reconciles detailed budgets for various accounts; advises and/or determines which expenditures are within the budget guidelines; informs management of irregularities and proceeds with corrective action.
  • Approves/authorizes expenditures or actions for administrative and operational needs sometimes requiring higher level signatures.
  • Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken.
  • Prioritizes workload to meet work unit operations.
  • Evaluates and recommends operational changes to work unit to ensure effectiveness and compliance with University policies and regulations.
  • Composes confidential correspondence on own initiative.
  • Coordinates business affairs, personnel matters and may interpret policies and procedures.
  • Investigates, evaluates and resolves typical administrative/operational problems or situations impacting staff/faculty work unit.
  • Serves as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
  • Participates in meetings and conferences pertinent to area of responsibility.
  • Prioritizes and arranges meetings, conferences and appointments for unit administrator; makes necessary travel reservations and itineraries; determines and prepares background materials needed.

Knowledge, Skills, and Abilities:

  • Knowledge of office and administrative practices and principles.
  • Knowledge and skill in accounting and budgeting procedures and techniques.
  • Skill in the use of personal computers and software.
  • Ability to problem solve and make decisions.
  • Ability to effectively communicate.

Minimum Qualifications:

  • Bachelor's degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR,
  • Five years of directly related administrative experience; OR,
  • Any equivalent combination of experience, training and/or education approved by Human Resources.
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