Administrative Associate Duties and Responsibilities
Purpose of Classification:
Performs varied administrative work unique to the work unit
requiring initiative and independent judgment. Incumbents work
independently under general direction. Monitors budget and account
expenditures, maintains official records, and implements
administrative policies. Handles problems and non-routine situations
by determining the approach or action to take and interprets
guidelines, procedures, policies and practices. Incumbents may have
contact with high-level administrative offices requiring use of
business vocabulary, tact, discretion and judgment.
the fourth in a series of four classifications. It differs from the
Administrative Assistant in that the major duties performed are
administrative in nature and secretarial/clerical duties are
performed infrequently. This classification is used for positions
that perform and/or coordinate administrative support functions for
a unit or department including assisting with budget and account
reconciliation, authorizing expenditures, and coordinating special
Examples of Duties:
- Monitors or oversees the monitoring of a variety of account
expenditures; maintains and reconciles budgets for various
accounts; advises and/or determines which expenditures are
within the budget guidelines; informs management of
irregularities and proceeds with corrective action.
- Provides administrative support to supervisor in areas such
as maintaining supervisor's calendar and maintaining
record-keeping systems; develops and maintains databases and/or
spreadsheets; prepares special and recurring reports containing
specialized or sensitive information.
- Orders supplies, furniture, equipment and/or textbooks in
accordance with department guidelines; authorizes/ approves
expenditures or actions for administrative and operational need
sometimes requiring high level signatures.
- Provides office operations support such as preparing and
composing confidential correspondence on own initiative,
receiving and screening telephone calls and visitors, and
screening and prioritizing mail.
- Coordinates faculty, staff, student, and Graduate Assistant
recruitment activities, including interview, selection,
appointment, promotion and/or tenure processes; processes PAF's,
HPR's, payroll, scholarship application/waiver, and student
worker time sheets.
- Executes and coordinates office operations such as office
moves, meetings, conferences, workshops, convocations and/or
special events; coordinates building and equipment maintenance
requests; maintains keys and key log for department.
- Responds to inquiries providing information requiring
comprehensive knowledge of university policies and procedures;
interprets administrative decisions and policies to other staff.
- Prioritizes and arranges meetings, conferences, and
appointments for supervisor; makes all necessary travel
arrangements and itineraries; prepares and files travel
authorization and travel vouchers for supervisor, faculty,
staff, and/or guest lecturers; determines and prepares
background materials needed.
- Serves as liaison to faculty, staff, students, alumni and
the general public in facilitating university programs, request
for information or complaints.
- Coordinates course and room scheduling related to academic
instruction; respond to students and faculty regarding course
programming issues; communicates with faculty regarding
deadlines for student grades, convocation, and the like;
processes program of study, petitions, grade changes, degree
changes, and other necessary forms for students/graduate
- May supervise or coordinate the activities of subordinates
including orienting and training new staff.
Knowledge, Skills and Abilities:
- Knowledge of office and administrative practices and
- Knowledge and skill in accounting and budgeting procedures
- Skill in both verbal and written communication.
- Skill in problem solving and decision-making.
Bachelor's degree in Business or closely related field pertinent to
work unit AND one (1) year of directly related administrative
experience; OR, Five (5) years of directly related administrative
experience; OR, any equivalent combination of experience and/or
education from which comparable knowledge, skills and abilities have
Next: Admissions Supervisor Job Description