Administrative Assistant Duties and Responsibilities
Purpose of Classification:
Performs varied advanced secretarial and administrative work unique
to the work unit requiring initiative and independent judgment.
Incumbents work independently under general direction. 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 third in a series of four classifications. It is distinguished
from the Secretary, Administrative classification by the judgment
and authority exercised in setting priorities, authorizing travel
and purchases, and knowledge and interpretation of policies and
priorities of work unit and supervisor. Incumbents may be assigned
to an office such as medical, scientific, legal, academic and/or
administrative which may require use of specialized terms, practices
or systems. This classification is used for positions that are a
combination of secretarial and administrative duties.
Examples of Duties:
- Executes a variety of office administrative and/or
secretarial support activities for supervisor such as composing
replies to correspondence on own initiative, interpreting and
explaining established policies and procedures in response to
inquiries from a variety of sources, summarizing reports and
information to facilitate review by supervisor, and
investigating, evaluating and resolving problems within scope of
- Provides office operations support such as receiving and
screening telephone calls and visitors, scheduling meetings,
conferences, seminars, and special events, maintaining
supervisor's calendar, maintaining record-keeping systems,
opening and reviewing incoming mail, and responding to
- Maintains and updates databases and spreadsheets; conducts
database queries using Advantage, Data Warehouse, HRMS, SIS,
Benefactor or other software programs; prepares special and
recurring reports containing specialized or sensitive
information following supervisor's general direction.
- Prepares or directs preparation of minutes, notices,
manuals, agendas and correspondence with all supporting
documentation, requiring application of specialized knowledge of
the assigned function.
- Monitors and updates inventory, time, budget, payroll, and
account records for unit or department; monitors expenditures
and performs simple analysis on accounts; authorizes and/or
approves payments within established department/unit guidelines.
- Plans and arranges conferences, meetings and/or special
events under general instructions from supervisor; communicates
arrangements to appropriate individuals.
- Arranges necessary travel reservations and itineraries;
anticipates and prepares background materials needed.
- Implements new policies, procedures and practices impacted
by decisions made by supervisor at meetings and/or conferences.
- Assists the department or unit with academic support
functions such as scheduling classes and/or classrooms, updating
and maintaining student registration databases, preparing and
distributing faculty correspondence, and preparing for annual
faculty evaluations, promotions and tenure reviews.
- May supervise or coordinate the activities of subordinates.
Knowledge, Skills and Abilities:
- Knowledge of standard office policies and procedures.
- Skill in developing and maintaining effective working
- Skill in English composition, grammar, spelling and
- Skill in typing/word processing and use of personal
(4) years' secretarial/administrative experience; OR, Certificate in
Secretarial Science and three (3) years of
secretarial/administrative experience; OR, Any equivalent
combination of experience and/or education from which comparable
knowledge, skills and abilities have been achieved.
Next: Administrative Associate Job Description