Administrative Associate
Responsible for performing general administrative support tasks by following established policies and procedures. Competencies for this role are usually gained through specialized or on-the-job training.
Typical Functions
Typical functions listed below are examples of work performed by positions in this role and are not intended to be all-inclusive. Some duties may overlap levels; however, the preponderance of the work will be assessed when assigning positions to specific levels.
Office Support
- Provides front-line customer service, greets visitors, answers phones, responds to email inquiries, and distributes mail.
- Compiles and prepares documents, reports, folders, and charts.
- Maintains office supply inventory.
- Enters information from human resources, financial, or student information systems.
- Maintains reports, documentation, and operational or procedural manuals.
- Creates, updates, and submits communication materials for review.
- Tracks and compiles data; researches and prepares reports.
- Interacts with supply and service vendors and serves as point of contact for space, equipment, or facility issues.
- Coordinates with other departments in response to technical needs or to resolve problems.
- Provides customer service to internal and external stakeholders.
- Manages calendars which often require coordination with other staff.
- Informs supervisor of potentially controversial matters or other key issues.
- Prepares materials for meetings.
- Works with confidential and time-sensitive materials.
- Prepares correspondence and reports.
- Provides work direction to others.
Logistical Support
- Schedules and organizes meetings including recording and distributing minutes.
- Provides logistical support for meetings and events; including space for class sessions and exams.
- Coordinates and books travel plans and create itineraries.
Human Resources Support
- Coordinates onboarding of new employees.
- Delivers training.
- Provides support for searches.
Financial Support
- Collects payments and verifies billing information.
- Provides financial support for a unit.
Knowledge, Skills, Abilities (KSAs)
Listed below are the minimum requirements for this role. KSAs will become more advanced as the level increases and will vary depending on the requirements of the position.
- Knowledge of related procedures and systems.
- Computer skills.
- Customer service skills.
- Interpersonal and communication skills.
- Ability to work effectively with a wide range of constituents in a diverse community.
- Ability to gather data, compile information, and prepare reports.
- Ability to use tact and discretion when dealing with a variety of issues.
Level Descriptions
(NOTE: Education & Experience required for a specific position may be higher than what is listed below)
Administrative Associate 1
- An entry-level clerical role that performs a variety of routine, standardized, well-defined tasks following standard policies and procedures.
- Provides resolutions to problems that have clearly defined solutions and refers non-routine issues to supervisor.
- Work is closely supervised and reviewed for accuracy.
Education/Experience
Typically requires a high school diploma or the equivalent.
Market Range: MR03, MR04
Administrative Associate 2
- Tasks vary in complexity from day to day, and the employee decides how tasks are completed and chooses the best options from those available as defined by policies and procedures.
- Reviews and ensures compliance with the accuracy and completeness of data, documents, and reports.
- Assists with instructional support including updating and creating courses and timetables in student information systems, entering grades, waitlists, and ordering textbooks.
Education/Experience
Typically require a high school diploma and two years of relevant experience, or an equivalent combination of education, training, and experience.
Market Range: MR04, MR05
Administrative Associate 3
- Tasks are varied in nature and require problem-solving and critical thinking skills to complete assignments.
- Prioritizes work based on the objectives and goals of the work unit and makes recommendations to create and change office-level procedures.
- Work is performed within established guidelines under general supervision.
- Decisions include how to carry out work in varying circumstances by interpreting individual situations and determining which guidelines are most effective out of those available.
- Initiates and drafts correspondence on behalf of the supervisor.
- Prepares budgets, reconciles accounts, and performs contract management.
- Researches and analyzes information to solve problems.
- Prepares promotion and tenure materials.
- Provides instructional support including updating and creating courses and timetables in student information systems, entering grades, waitlists, and ordering textbooks.
Education/Experience
Typically requires a high school diploma and four years of relevant experience, or an equivalent combination of education, training, and experience.
Market Range: MR06
Administrative Associate 4
- Provides executive-level administrative support under limited supervision.
- Tasks are diverse and require judgment and are guided by outcomes, principles, and standards.
- Sets objectives for own work, and uses discretion to make decisions within delegated authority.
- Interprets situations and proactively recognizes and solves problems.
- Modifies procedures to effectively solve problems.
- Supervises and develops procedures for office activities.
- Independently handles sensitive issues that requires coordination with others.
- Responds to requests and follows up with others on behalf of supervisor.
- Advises supervisor of items of importance for each meeting.
- Monitors outcomes and deadlines.
- Prioritizes and assigns work of others.
- Oversees office operations.
Education/Experience
Typically requires a high school diploma and five years of relevant experience, or an equivalent combination of education, training, and experience.
Market Range: MR08
Administrative Associate 5
- Provides executive-level administrative assistance by proactively solving problems, and/or independently handling issues on behalf of the executive.
- Advises executive on potentially controversial matters or other key issues.
- Work is varied and complex requiring analysis and judgment to form solutions for long and short-term problems.
- Independently responds to complex inquiries.
- Exercises significant latitude in decision making within broad policies.
- Interprets and applies policies in alignment with broad practices and principles within the field.
- Works across campus/system as an expert resource.
Education/Experience
Typically requires a bachelor’s degree and two years of relevant experience, or an equivalent combination of education, training, and experience.
Market Range: MR10
Effective Date: August 1st, 2024
