Administrative Aide

Description

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

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.

Examples of Duties

• 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• manages and controls confidential documents including personnel, institutional, and historical documents;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;
• 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;
• 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;
• 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.

Qualifications

1. High school graduation or equivalent
2. 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 (with specified hour equivalents) or 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