AL | AK | AZ | AR | CA | CO | CT | DC | DE | FL | GA | HI | ID | IL | IN | IA | KS

KY | LA | ME | MD | MA | MI | MN | MS | MO | MT | NE | NV | NH | NJ | NM | NY | NC

ND | OH | OK | OR | PA | RI | SC | SD | TN | TX | UT | VT | VA | WA | WV | WI | WY

You are here: The Job Explorer > Job Description > Administrative Associate

Administrative Associate Duties and Responsibilities

Job Search
job title, keywords, company, location jobs by job search

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.

Distinguishing Characteristics:

This is 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 events.

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 students.
  • 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 principles.
  • Knowledge and skill in accounting and budgeting procedures and techniques.
  • Skill in both verbal and written communication.
  • Skill in problem solving and decision-making.

Minimum Qualifications:

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 been achieved.


Next: Admissions Supervisor Job Description



Cover Letter

Sample Resume

Job Interview

Business Letter
Job Description

Job Description: Administrative - Agriculture - Animal Care - Building - Business - Development - Environmental - Equipment - Facilities - Food - Health - HR

Research - IT - Library - Media - Medical - Outreach - Parking - Police - Postal - Printing - PR - Lab - Retail - Student Services - Supplies - Trades - Transit - A-Z

Copyright 2011 The Job - Home | Contact Us | Recommend Us | Colleges and Universities | Find Jobs by County