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Position: Administrative Support IV

Grade Department Position type: Position Number
13 000 – AAA - Generic Full-time S00020


Position Summary:

Under the general direction of the Dean, Vice President, or Executive Director, the Administrative Support IV will perform complex and highly confidential administrative support duties. 


Essential Functions, Major Duties, and/or Accountabilities:
  • Perform 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.
  • Inform students, faculty, and public of departmental and university services available; handle incoming calls and walk-in traffic; provide correct and accurate information.
  • Coordinate the preparations and submission of reports, publications, and newsletters. 
  • Coordinate department financial activities including timecards, PAF's, ESAF's, new hire paperwork completion and submission, requisitions, purchase orders, travel, index tracking and reconciliation, budget balances, etc.
  • Maintain inventory of office equipment and supplies; handle other office duties as needed which may include supervision of office support. 
  • Establish, update and maintain unit’s file, inventories, ordering, receiving, billing, distributing, monitoring, and reconciling expenditures.
  • Prepare and manage department budgets.
  • Oversee the payroll process. Including preparation, submission, monitoring, & maintenance -- insuring accurate and complete payroll records.
  • Interpret/explain the facility's policies and procedures to employees, residents, family members, visitors, government agencies, etc. as necessary.
  • Act as a liaison between faculty, staff, and the Dean, Vice President, or Director.
  • Anticipate executive’s course of action when absent and facilitate problem resolution.
  • Maintain knowledge of and interpret department policies and procedures.
  • Maintain confidentiality at all times.
  • Perform miscellaneous job-related duties as assigned.

Supervisory Responsibilities:
  • May provide guidance or work leadership to clerical staff within the department.

Special Requirements of the Position:
  • N/A  

Qualifications:

Graduation from an accredited institution with a bachelor's degree and one year of experience related to the summary of duties; or an associate's degree and three years of experience related to the summary of duties; or any combination of education and/or experience totaling five years.

  • Skill in office methods, techniques, practices, and procedures.
  • Skill in the use of computers and computer software applications, including word processing, spreadsheets, e-mail, 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 and confidential 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 people of diverse backgrounds.
  • Ability to coordinate and assist in the preparation and monitoring of departmental financial transactions. 

 


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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