Administrative Support Assistant

Summary

Job Category:: Administrative Operations
Job Title:: Administrative Support Assistant

Job Category Definition:: Provide a wide variety of administrative support to individuals, groups, projects or programs.
Job Title Definition:: The Administrative Support Assistant supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing general office support. Duties are performed at various levels within the defined title.
Working Conditions:: Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:

Levels

Level 1
Level 2
Level 3
Level 4
Level 5

Level 1

Level Details
Job Code	Salary Band	FLSA Status
ADOP0101	C	Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience
0+ years of related experience High School Diploma or higher Or an equivalent combination of education and experience

Typical Work Duties
Serve as receptionist or first-line liaison to internal and external contacts and provide general office support Greet customers, answer telephone, provide directions or information and solve routine issues Communicate routine and general information to staff, customers, and/or public about standard services, processes, and procedures using prescribed or established guidelines Schedule/cancel appointments and meetings Establish and maintain office files and activity logs Assist with routine travel arrangements Receive, process, and ensure confidentiality of sensitive information and materials Maintain inventory of office equipment and supplies Maintain and update mailing lists; organize and implement mass mailings Perform routine data entry Review documents and ensure proper format Prepare, process, update, and compile routine documents, records, and reports Prepare routine correspondence, reports, and other documents Open, sort, and distribute mail Collate, staple, and distribute duplicated materials Deliver and/or pick up documents, equipment, or supplies Collect/process fees and payments Provide back-up support as needed

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2

Level Details
Job Code	Salary Band	FLSA Status
ADOP0102	D	Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience
1+ years of related experience High School Diploma or higher Or an equivalent combination of education and experience

Typical Work Duties
Greet customers/visitors, provide information and/or refer as appropriate; direct, review, screen and process telephone communications and mail; act on routine requests and/or refer Schedule and maintain calendar of appointments, meetings and travel itineraries; and schedule classrooms or conference rooms Gather information from office records to draft e-mails, memos, and other documents Establish and maintain work unit files and databases Perform data entry; gather, assemble and format data to create simple reports Prepare documents, meeting materials, and correspondence Coordinate travel arrangements, make reservations, and process reimbursements Maintain confidential and/or sensitive information and materials May create/maintain government classified documents and files Update and make routine changes to web pages Attend meetings; record, transcribe and distribute meeting minutes Compose written communication and proofread documents for grammar, spelling, punctuation, and basic formatting Serve as resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures Track and monitor budget, gather information and process expenditures for payment, and prepare fiscal reports as needed; may interact with vendors on quotes and invoicing Maintain inventory and order/purchase office supplies; arrange for equipment maintenance; process work orders for facilities repairs/needs May assist in arranging special events Assist with development, design, and production of publications May assist with student-related functions

Level 3

Level Details
Job Code	Salary Band	FLSA Status
ADOP0103	F	Non-Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience
2+ years related experience High School Diploma or higher Or an equivalent combination of education and experience

Typical Work Duties
May serve as an office coordinator for work unit; plan and facilitate the support activities of an office or work unit; coordinate with others to complete tasks May prepare, process, and review forms for payroll/human resource system input Respond to routine and moderately complex questions/issues concerning unit/University policies, processes, and procedures from internal and external contacts Create and maintain files, databases, and reports Monitor and maintain budget, track expenditures, process budget revisions, and assist with budget preparation and projections Generate, prepare, and maintain financial reports and spreadsheets, and authorize processing of payments Assist in collecting and organizing materials for grant/proposal preparation Assist with promotion and tenure process Compile and organize information from different sources to develop agendas, meeting materials, and reports Arrange meetings, coordinate special events, conferences, and other functions Assist with planning and coordination of moderately complex projects Serve on various committees; prepare agendas, take and compose minutes Design and maintain web pages Develop, design, and produce publications in accordance with established University policies/regulations Coordinate back-up support as needed May assist in the supervision and training of student and assigned support staff Serve as resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures

Level 4

Level Details
Job Code	Salary Band	FLSA Status
ADOP0104	G	Non-Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience
3+ years related experience High School Diploma or higher Or an equivalent combination of education and experience

Typical Work Duties
Plan, organize, coordinate, and oversee daily office activities Coordinate work assignments of department/unit support employees Compose letters, memos, and reports Research and compile background material for meetings; develop agendas, and schedules Resolve complex inquiries and ensure compliance with work unit and/or University policies and procedures Assist supervisor with the resolution of issues or conflicts by investigating/researching issues and making recommendations Establish work unit procedures for handling and maintaining confidential materials Oversee work unit files, records, databases, and reports; ensure University records and retention guidelines are met Draft reports including conclusions and recommendations for solving administrative problems Analyze administrative operating practices to create new systems or revise established procedures Develop new processes or procedures relevant to the support needs of the office Approve and process various forms for payroll/human resources system input Assist in establishing and controlling budgets; maintain accountability for budget expenditures Review and/or prepare budget reports; approve expenditures and office expenses Oversee coordination of projects, special events, and/or programs Research and write drafts for speeches, projects, reports, and newsletters Coordinate collection of data for annual or periodic reports, grants, etc. Research information, prepare charts and illustrations, compute and tabulate data, prepare summaries May interview, train, and direct the work of other support staff, students and wage payroll personnel

Level 5

There is currently no Level 5.