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

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

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 requires a high school diploma and two years of relevant experience, or an equivalent combination of education, training, and experience.

 

Market Range: MR04

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: January 4, 2021