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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