Administrative Assistant

Administrative Assistants perform a variety of somewhat complex activities performed within a number of standard procedures and policies. Decisions involve selection of the appropriate procedures/techniques to follow among several standard alternatives.

Duties of an Administrative Assistant may include, but are not limited to:

  • Managing calendars including scheduling appointments and organizing meetings
  • Developing and implementing department administrative processes
  • Coordinating committee activities and processes; booking meeting rooms/equipment, arranging catering, distributing agendas, collecting and ensuring relevant materials are brought forward to meetings, and recording and distributing meeting minutes and action items
  • Providing administrative support to student services (admissions, records, etc.)
  • Booking travel including flights and hotels, arranges and coordinates itineraries and prepares expense claim forms
  • Planning and coordinating events (budget, speakers, promotion, communication etc.)
  • Preparing forecasts and reports; monitoring and reconciling budgets
  • Coordinating the FEC process
  • Providing administrative HR support (vacation reconciliations, smart forms, postings, coordinating performance reviews)
  • Coordinating and participating in the development of grant applications
  • Drafting correspondence and/or briefings, developing and formatting reports, manuscripts and presentations
  • May supervise other administrative staff
Note:  When assessing the level of positions, the following elements are taken into consideration: the work described; the context in which the work is done; the organizational structure; and comparable positions on campus.

Sample – Administrative Assistant to a Director – Position #7032 (Grade 7)

Sample – Executive Assistant to a Chair – Position #285 (Grade 7)

Sample – Administrative Assistant – Position #14438 (Grade 7)

Sample – Executive Assistant to an AVP – Position #11643 (Grade 8)

Sample – Executive Assistant to a Dean – Position #1249 Grade (8)

Sample – Administrator – Position #14938 (Grade 8)