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Position: Administrative Support V

Grade Department Position type: Position Number
15 1CA – Department not found Full-time A98094


Position Summary:

Under  general direction of the Chief Planning, Budget & Policy Officer, provides executive level administrative support performing complex and highly confidential duties.


Essential Functions, Major Duties, and/or Accountabilities:
  • Performs advanced and confidential administrative support duties, including composing routine correspondence, meeting minutes, financials, and obtaining factual information requiring knowledge of policies/procedures of both assigned and work related areas.
  • Coordinates the preparations & submission of reports, publications, and newsletters.
  • Coordinates department financial activities including timecards, PAF's, ESAF's, new hire paperwork completion & submission, requisitions, purchase order, travel, index tracking and reconciliation, budget balances, etc.
  • Maintains inventory of office equipment and supplies; handle other office duties as needed which may include supervision of office support.
  • Establishes, updates, and maintains unit’s file, inventories, ordering, receiving, billing, distributing, monitoring, and reconciling expenditures.
  • Oversee the payroll process.  Including preparation, submitting, monitoring, & maintaining accurate and complete
    payroll records.
  • Interprets/explains the facility's policies and procedures to employees, residents, family members, visitors, government agencies, etc. as necessary.
  • Acts as a liaison between faculty and staff.
  • Anticipates executive’s course of action when absent and facilitates problem resolution.
  • Maintains confidentiality at all times.
  • Coordinates departmental projects, follows up on pending details, coordinates project team activities and ensures deadlines are met. 
  • Monitors and prepares divisional or project budget, keeping management apprised of budgetary status.
  • Composes eeplies to general inquiries requiring comprehensive area knowledge.
  • Exercises independent judgment, initiative and anticipates executive’s course of action when absent and facilitates problem resolution.
  • Researches, analyzes and summarizes information and source materials for reports independently.
  • Acts as a liaison between faculty, staff, and the Dean, Chief Officer, or Director and university departments/ committees and external constituents (educational/community/business/government leaders).

Supervisory Responsibilities:

May provide guidance or work leadership to lower level department clerical staff.


Special Requirements of the Position:

None 


Qualifications:

Graduation from an accredited institution with a bachelor degree and two years of experience in project management, statistical analysis, and/or administrative assistance; or an associate degree and four years of experience; or experience totaling 6 years.

  • Skill in office methods, techniques, practices & procedures.
  • Skill in the use of computers and computer software applications including word processing, spreadsheets, e-mail, internet, databases, and presentations.
  • Skill in the preparation and interpretation of reports, charts, graphs, and tables.
  • Strong interpersonal, problem-solving and decision making skills.
  • Ability to perform a variety of administrative support duties with minimum supervision.
  • Ability to follow oral and written procedures & instructions.
  • Ability to communicate effectively, orally and in writing.
  • Ability to meet and deal with the people of diverse backgrounds.
  • Ability to coordinate and assist in the preparation and monitoring of departmental financial transactions.
  • Ability to maintain confidentiality of highly sensitive information.
  • Ability to supervise, direct, and train others in the performance of their duties.

Disclaimer:
This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.
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