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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