Function of Job
Employees at this level perform a variety of essential tasks related to the administration and supervision of departmental work functions and assist in carrying out the administrative functions of a unit or department. The duties performed require extensive knowledge of the organization, programs, policies, and procedures of the institution.
Characteristic Duties and Responsibilities
A(n) Administrative Aide typically -
- provides support to administrators on various administrative/organizational matters.
- maintains an overview of departmental responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures.
- completes the final copy of communications and documents for executives/administrators (reviews for appropriate spelling, punctuation, syntax, formats, and modifies as needed); drafts communications for an administrator and develops and distributes as directed.
- manages and controls confidential documents including personnel, institutional, and historical documents.
- serves as a liaison between departments and other constituencies and/or between different groups within the department (e.g., between a director and departmental faculty); provides information, assistance, and advice to various constituencies and individuals.
- assists in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events.
- coordinates an administrator’s schedule (i.e., prioritizes and manages schedules, appointments, meetings and related activities); invites and notifies participants.
- assists in developing job descriptions for unit staff positions and oversees personnel transactions, searches, and employment.
- supervises student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation.
- assists with developing departmental accounts; conducts budget transfers within various accounts and is responsible for the fiscal management of the department’s budget; maintains an itemized record of expenditures.
- performs related duties as assigned.
Minimum Acceptable Qualifications
CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
- High school graduation or equivalent
- Any one or any combination totaling five (5) years (60 months) from the following categories:
- college course work in business, finance, accounting or a related field:
- 60 semester hours or an Associate's degree equals one (1) year (12 months)
- 90 semester hours equals two (2) years (24 months)
- 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
- Master's degree or higher equals four (4) years (48 months)
- progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
Knowledge, Skills and Abilities (KSAs)
- Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
- Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
- Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
- Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
- Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
- Oral Expression - The ability to communicate information and ideas verbally so others will understand.
- Written Expression - The ability to communicate information and ideas in writing so others will understand.