Administrative Associate

Functional Title

Administrative Associate

Job Code

0003-CS605

Classification Series

Accounting/Bookkeeping

Band/Zone

H1

Department

Administrative/Program Support

FLSA

Non exempt

Last Updated

September 2013

General Function

Performs a variety of very complex administrative tasks requiring substantial discretion and independent judgment related to overseeing the daily operations of a University administrative unit. Directly supervises classified staff.

Under direction from immediate supervisor provides high level administrative support by maintaining, configuring, and analyzing confidential financial/academic databases, works on special projects (dept. publications, course documentation), and prepares special correspondence and develops detailed (often complex) reports. Ability to manage multiple tasks and set priorities.

Characteristic Duties and Responsibilities—Essential Functions

  • Oversees operations of unit; sets priorities; ensures smooth work flow; enforces policies and procedures; ensures work product meets professional standards.
  • Serves as informational resource to staff; investigates and resolves problems or difficulties. Utilizes department or University policies, procedures, and practices to answer routine inquiries. Resolves problems based on precedents.
  • Provides advice, counsel, and information regarding department's activities to students, faculty, or staff.
  • Supervises staff, enforces policies and procedures; establishes schedules and assigns tasks; reviews and evaluates performance. Provides work direction to students and staff and, as assigned, oversees the day-to-day operation of the department. Often has notable accountability for the work results of support staff or department functions.
  • Gathers and analyses statistical information regarding department's programs and activities; produces reports.
  • Monitors unit's budget; maintains inventory of supplies; prepares requisitions and purchase orders; authorizes limited expenditures.
  • Analyzes, maintains, and monitors confidential academic and budgetary records and databases. Generates standard and custom reports by analyzing source data and completes custom projects.
  • Performs administrative work that is typically operational or procedural in nature relating to the program, office, or projects. Independently performs complex and diverse administrative duties.
  • Handles highly confidential materials on a routine basis.
  • Types and proofreads correspondence, reports and forms; corrects grammar and formats errors; drafts brief correspondence of a routine nature.
  • Provides project support to a functional group or business process. Conducts special projects as directed.

Reporting Relationships

Direction Received: Reports to upper level administrator (i.e. Director, Dean, Department Chair, etc.)

Direction Given: Direct supervision of classified staff. May also supervise student employees.

Minimum Requirements

Requires the equivalent of an Associate's degree in Business Administration and three years experience, or an equivalent combination of education and experience

Knowledge, Skills, Abilities, and Worker Characteristics

  • Knowledge of unit's operations, policies, and procedures
  • Supervisory skills
  • Knowledge of computer and office applications
  • Budgeting skills
  • Research skills

Working Conditions

Generally typical office environment. May have periodic assignments which entail dealing with modestly unpleasant conditions.


Please note: The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular positions. Employees may be requested to perform job-related tasks other than those specifically presented in this description. For jobs occupied by more than one employee, the identification of non-essential functions shall be determined from the individual’s position description.