Administrative Associate

ADMINISTRATIVE ASSOCIATE

Knowledge, Skills, and Abilities (KSAs):Knowledge of related procedures and systems. Computer skills. Customer service skills. Interpersonal and communication skills. Ability to work effectively with a wide range of constituents in a diverse community. Ability to gather data, compile information, and prepare reports. Ability to use tact and discretion when dealing with a variety of issues.

Role Description

Responsible for performing general administrative support tasks by following established policies and procedures. Competencies for this role are usually gained through specialized or on-the-job training.

Typical Functions:

Office Support
Provides front-line customer service, greets visitors, answers phones, responds to email inquiries, and distributes mail.
Compiles and prepares documents, reports, folders, and charts.
Maintains office supply inventory.
Enters information from human resources, financial, or student information systems.
Maintains reports, documentation, and operational or procedural manuals.
Creates, updates, and submits communication materials for review.
Tracks and compiles data; researches and prepares reports.
Interacts with supply and service vendors and serves as point of contact for space, equipment, or facility issues.
Coordinates with other departments in response to technical needs or to resolve problems.
Provides customer service to internal and external stakeholders.
Manages calendars which often require coordination with other staff.
Informs supervisor of potentially controversial matters or other key issues.
Prepares materials for meetings.
Works with confidential and time-sensitive materials.
Prepares correspondence and reports.
Provides work direction to others.

Logistical Support
Schedules and organizes meetings including recording and distributing minutes.
Provides logistical support for meetings and events; including space for class sessions and exams.
Coordinates and books travel plans and create itineraries.

Human Resources Support
Coordinates onboarding of new employees.
Delivers training.
Provides support for searches.

Financial Support
Collects payments and verifies billing information.
Provides financial support for a unit.

Levels

Administrative Associate 1

An entry-level clerical role that performs a variety of routine, standardized, well-defined tasks following standard policies and procedures.
Provides resolutions to problems that have clearly defined solutions and refers non-routine issues to supervisor.
Work is closely supervised and reviewed for accuracy.

Education/Experience:

Typically requires a high school diploma or the equivalent.

Administrative Associate 2

Tasks vary in complexity from day to day, and the employee decides how tasks are completed and chooses the best options from those available as defined by policies and procedures.
Reviews and ensures compliance with the accuracy and completeness of data, documents, and reports.
Assists with instructional support including updating and creating courses and timetables in student information systems, entering grades, waitlists, and ordering textbooks.

Education/Experience:

Typically requires a high school diploma and two years of relevant experience, or an equivalent combination of education, training, and experience.

Administrative Associate 3

Tasks are varied in nature and require problem-solving and critical thinking skills to complete assignments.
Prioritizes work based on the objectives and goals of the work unit and makes recommendations to create and change office-level procedures.
Work is performed within established guidelines under general supervision.
Decisions include how to carry out work in varying circumstances by interpreting individual situations and determining which guidelines are most effective out of those available.
Initiates and drafts correspondence on behalf of the supervisor.
Prepares budgets, reconciles accounts, and performs contract management.
Researches and analyzes information to solve problems.
Prepares promotion and tenure materials.
Provides instructional support including updating and creating courses and timetables in student information systems, entering grades, waitlists, and ordering textbooks.

Education/Experience:

Typically requires a high school diploma and four years of relevant experience, or an equivalent combination of education, training, and experience.

Administrative Associate 4

Provides executive-level administrative support under limited supervision.
Tasks are diverse and require judgment and are guided by outcomes, principles, and standards.
Sets objectives for own work, and uses discretion to make decisions within delegated authority.
Interprets situations and proactively recognizes and solves problems.
Modifies procedures to effectively solve problems.
Supervises and develops procedures for office activities.
Independently handles sensitive issues that requires coordination with others.
Responds to requests and follows up with others on behalf of supervisor.
Advises supervisor of items of importance for each meeting.
Monitors outcomes and deadlines.
Prioritizes and assigns work of others.
Oversees office operations.

Education/Experience:

Typically requires a high school diploma and five years of relevant experience, or an equivalent combination of education, training, and experience.

Administrative Associate 5

Provides executive-level administrative assistance by proactively solving problems, and/or independently handling issues on behalf of the executive.
Advises executive on potentially controversial matters or other key issues.
Work is varied and complex requiring analysis and judgment to form solutions for long and short-term problems.
Independently responds to complex inquiries.
Exercises significant latitude in decision making within broad policies.
Interprets and applies policies in alignment with broad practices and principles within the field.
Works across campus/system as an expert resource.

Education/Experience:

Typically requires a bachelor’s degree and two years of relevant experience, or an equivalent combination of education, training, and experience.