Administration Job Series



Administrative Associate III – IV

Administrative Associate III Administrative Associate IV

|Performance: |Performance: |

|Under indirect supervision positions at this level perform |Positions at this level perform administrative, financial, and resource|

|administrative, financial, and office management duties for the |management duties for a department or unit such as a college. |

|department or unit such as an academic department. |Work involves directing or performing the administrative operations of |

|Work requires interpretation, discretion, and judgment to resolve |the organization, representing the agency at interdepartmental |

|procedural problems. |meetings, determining which information to disseminate to the public or|

|Positions at this level plan and direct administrative activities, |other departments, performing special research projects such as the |

|develop and organize procedures, and use considerable, and varied |preparation of departmental information for all audit functions or for |

|communication skills to represent the department in written and |University accreditation, designing policy or management changes and |

|verbal exchanges. |assist in implementing new or corrective management practices such as |

|Work requires the use of intellectual analysis and evaluation and |making changes in policy or procedures resulting from audit findings. |

|the application of professional principles and practices to run |Some positions interpret and implement administrative rules, provide |

|departmental operations. |input for multi-departmental planning and coordinate policy matters. |

| |Positions at this level are involved in both short-term and long-range |

| |planning and are expected to provide and present historical and other |

| |relevant data for consideration. |

|Distinguishing Characteristics/Responsibilities: |Distinguishing Characteristics/Responsibilities: |

|Support faculty, students, and/or staff by providing direction, |Participate in strategic administrative decision-making and in the |

|guidance, and support at an administrative, program, project, and |administration of operating policies and procedures with special |

|office management level. |emphasis on long-range planning in accordance with short-term or |

|Use independent judgment, intellectual analysis, and evaluation in |immediate needs. |

|solving complex operating problems and in interpreting and applying |Assist in planning, organizing, and coordinating the execution of |

|policies and procedures. |complex administrative and/or operational projects that require |

|May supervise, train, and direct support staff by participating in |knowledge of special terminology, practices, procedures or operations |

|hiring, providing training, assessing workload demands, organizing |such as preparation of department for all audit functions by state or |

|resources, and determining priorities, methods, procedures, and |federal auditors. |

|deadlines for department or unit. |Departmental representation and liaison with other campus departments |

|Assist in developing policies and procedures that insure compliance |regarding administrative/operational problems and issues. |

|with department, university, state, and or federal policies, |Departmental oversight on expenditures and budget items including |

|procedures, and/or guidelines. May implement those policies by |accountability for how funds were used and whether or not clients were |

|creating and maintaining a policy and procedures manual for the |adequately served. |

|department as well as training/educating all staff members on |Responsible for monthly, quarterly, and year-end analysis of financial |

|changes, amendments, and new developments. |viability of department(s) or unit(s). |

|Track information and interpret data to determine the best methods |Research, gather, compile and analyze information from a variety of |

|and procedures to conduct departmental business. This may be looking|sources to produce reports, or to apply knowledge to specific |

|for ways to expedite obtaining grant monies or gathering |departmental needs. |

|departmental computer information and develop a plan for future |Organize resources and participate in planning for projects, operations|

|upgrades of equipment and corresponding budget. |and/or events for the department or unit. |

|Reconcile and resolve bookkeeping transactions by working with fund |Act in an advanced management role when Dean, Director, or Vice |

|accountants to resolve errors or grant accounting office to ensure |President is away. |

|compliance. Positions at this level are expected to identity the |Manage/supervise staff including hiring, training or delegating |

|error or reason for error and devise a solution. |training, discipline, and accountability for performance evaluation |

|Maintain, monitor, and reconcile varied federal or university cost |process. |

|splits or other unusual accounting variables, including state, | |

|designated, grant, and auxiliary funding. | |

|Research, gather and compile Information to analyze and produce | |

|reports or documents such as budget projections, program schedules, | |

|etc. | |

|May approve spending requests by checking for compliance with | |

|budget, monitoring expenses and projecting expenditures. | |

|Independently create marketing and training brochures, handouts, and| |

|promotional materials to meet departmental goals. | |

|Design/build web page for department/unit. May assist faculty or | |

|other staff members with personal web pages and web-related student | |

|needs. | |

|May function as a “one person” office and conduct all functions | |

|within that work unit. | |

|Knowledge/Skills/Abilities: |Knowledge/Skills/Abilities: |

|Considerable knowledge and skill in advanced Word processing, |Positions at this level will have more complexity, variety, |

|spreadsheet, database, presentation, and WEB update operations and |responsibility, and degree of specialization of data handled. |

|software including Access, HTML, and JAVA. |Positions have a stronger degree of discretion and decision-making in |

|Knowledge of departmental, University, State, and Federal rules and |more complex and diverse responsibilities. |

|regulations governing record keeping and budgeting. |Positions are responsible for establishing policies and initiating new |

|Ability to gather, and interpret information and make sound |policies when the need is identified within the work area. |

|recommendations. |Position may have a larger and more diverse staff than lower level |

|Supervisory knowledge of recruiting, training, discipline, and the |positions in this series or may require knowledge of extended practice |

|ability to provide meaningful goals and performance reviews. |and experience in the organization in order to determine action. |

|Ability to make and oversee short-term decisions in relation to |Knowledge of organization structure, workflow, and operating |

|department or unit’s long-term goals. |procedures. |

| |Knowledge of finance, accounting, budgeting, and cost control |

| |procedures. |

| |Ability to analyze and interpret financial data and prepare financial |

| |reports, statements and/or projections. |

| |Ability to gather and analyze statistical data and generate reports. |

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