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:
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.
- 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