Administration Job Series
Administrative Associate II – III
Administrative Associate II Administrative Associate III
|Performance: |Performance: |
|Under limited supervision positions at this level perform clerical, |Work requires interpretation, discretion, and judgment to resolve |
|financial, and administrative support duties for the department or |procedural problems. |
|work unit. |Under indirect supervision positions at this level perform |
|Work is both task and project oriented, and is generally recurring, |administrative, financial, and office management duties for the |
|often cyclical. |department or unit. |
|Work requires interpretation, discretion, and judgment to resolve |Positions at this level plan and direct administrative activities, |
|day-to-day problems. |develop and organize procedures, and use considerable, and varied |
|Decisions will be made according to departmental guidelines, and |communication skills to represent the department in written and verbal |
|University policy and procedures. Scope of work is broader and/or |exchanges. |
|deeper than those positions at Level I. |Work requires the use of intellectual analysis and evaluation and the |
|May serve as a lead worker for other Administrative Associates. |application of professional principles and practices to run |
| |departmental operations. |
|Distinguishing Characteristics/Responsibilities: |Distinguishing Characteristics/Responsibilities: |
|Support faculty, students, and/or staff by providing mid-level, and |Support faculty, students, and/or staff by providing direction, |
|some in-depth information regarding department/unit and University. |guidance, and support at an administrative, program, project, and |
|Perform inter or intra-office administrative coordination and |office management level. |
|problem resolution such as assisting faculty with book orders, |Use independent judgment, intellectual analysis, and evaluation in |
|notifying staff of updated or amended policies and procedures, and |solving complex operating problems and in interpreting and applying |
|ensuring coverage during holidays, sick leave, and emergencies. |policies and procedures. |
|Reconcile and resolve bookkeeping transactions by working with fund |May supervise, train, and direct support staff by participating in |
|accountants to resolve errors or grant accounting office to ensure |hiring, providing training, assessing workload demands, organizing |
|compliance. Positions at this level are expected to notice the |resources, and determining priorities, methods, procedures, and |
|problem but may need help identifying the error or reason. |deadlines for department or unit. |
|Coordinate logistics for special events and mid-level projects |Assist in developing policies and procedures that insure compliance |
|including booking locations, handling refreshments, designing and |with department, university, state, and or federal policies, |
|sending invitations, handling reservations, assisting with lodging, |procedures, and/or guidelines. May implement those policies by creating|
|and gathering/stuffing handout materials. |and maintaining a policy and procedures manual for the department as |
|Provide general advising to students and tracking/monitoring |well as training/educating all staff members on changes, amendments, |
|progress, GPA, completion of Core, and progress toward degree. |and new developments. |
|Research problems for faculty, students, and staff such as whether |Track information and interpret data to determine the best methods and |
|or not a class at another campus will suffice for a required course,|procedures to conduct departmental business. This may be looking for |
|or how to re-organize work space and how much it will cost to |ways to expedite obtaining grant monies or gathering departmental |
|re-wire computer access. |computer information and develop a plan for future upgrades of |
|Run reports from computer databases such as using MS Access to |equipment and corresponding budget. |
|gather information from Banner (e.g. running population selections |Reconcile and resolve bookkeeping transactions by working with fund |
|to send mass mailings). |accountants to resolve errors or grant accounting office to ensure |
|Gather and process fiscal or programmatic information in various |compliance. Positions at this level are expected to identity the error |
|formats to facilitate management’s planning or decisions such as |or reason for error and devise a solution |
|estimating expenses or anticipated financial needs based on |Maintain, monitor, and reconcile varied federal or university cost |
|departmental history of expenditures. |splits or other unusual accounting variables, including state, |
|Utilization of word processing, spreadsheet, database and other |designated, grant, and auxiliary funding. |
|software applications to manipulate and format correspondence, data,|Research, gather and compile Information to analyze and produce reports|
|presentations, or update WEB pages. |or documents such as budget projections, program schedules, etc. |
|May serve as departmental software/PC “expert” and create Power |May approve spending requests by checking for compliance with budget, |
|Point presentations, flyers, and handouts. |monitoring expenses and projecting expenditures. |
|May supervise/train/or coordinate the work of others |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: |
|Demonstrated knowledge and skill in Word processing, spreadsheet, |Considerable knowledge and skill in advanced Word processing, |
|database, presentation, and WEB update operations and software |spreadsheet, database, presentation, and WEB update operations and |
|Ability to resolve problems that involve several people who may be |software including Access, HTML, and JAVA. |
|in conflict. |Knowledge of departmental, University, State, and Federal rules and |
|Skill at researching problems, errors, and needs including |regulations governing record keeping and budgeting. |
|historical, inter-departmental, and web-related issues/applications.|Ability to gather, and interpret information and make sound |
| |recommendations. |
|Ability to perform reconciliation of departmental accounts in Banner|Supervisory knowledge of recruiting, training, discipline, and the |
|and to work within established University, State and/or grant |ability to provide meaningful goals and performance reviews. |
|guidelines in a variety of financial and operational situations, |Ability to make and oversee short-term decisions in relation to |
|using judgment to solve routine problems. |department or unit’s long-term goals. |
|Ability to identify, analyze, and evaluate relationships such as | |
|available budget for expenditures. | |
|Knowledge of supervisory practices, good organization, and | |
|coordination skills. | |
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