Class Code:
Occupational Area:
Work Area:
Probationary Period:
6 mo.
Effective Date:
Last Action:

Administrative Aide

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 -

  1. provides support to administrators on various administrative/organizational matters.
  2. maintains an overview of departmental responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures.
  3. 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.
  4. manages and controls confidential documents including personnel, institutional, and historical documents.
  5. 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.
  6. assists in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events.
  7. coordinates an administrator’s schedule (i.e., prioritizes and manages schedules, appointments, meetings and related activities); invites and notifies participants.
  8. assists in developing job descriptions for unit staff positions and oversees personnel transactions, searches, and employment.
  9. supervises student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation.
  10. 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.
  11. performs related duties as assigned.

Minimum Acceptable Qualifications


  • 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)

  1. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  2. 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
  3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
  5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
  6. 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.
  7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
  8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
  10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
  11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.
  12. Written Expression - The ability to communicate information and ideas in writing so others will understand.