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Administrative Assistant

Position Details

Position Information

Position Title Administrative Assistant
Employment Class Code N2
FLSA Classification Non-Exempt
Reports to Senior Director, Alumni Relations
Salary Grade H1
Work Week 40 Hours
Position Summary

Assumes responsibility for implementing systems, processes and/or procedures as well as monitoring projects and providing administrative support to ensure the efficient and effective operations of the office. Performs all duties in full support of the University’s mission, understanding that the positive and effective execution of these duties are instrumental to the education of the University’s students.

Job Duties

This job description of the job is for identification and administrative purposes only. It is not intended to be a complete statement of all duties, which may be assigned by the supervisor according to varying needs.

Key Responsibility
Description of Key Responsibility

Establishes, cultivates and maintains effective working relationships with internal and external constituents including, but not limited to, students, parents, faculty, staff and the general public. Provides quality customer service to all visitors to the department, providing information requiring knowledge of University policy, procedure and/or precedent. Triages incoming calls, communications and correspondence in an effort to ensure requests, questions and/or concerns are addressed in a timely manner. Takes initiative to answer questions and/or resolve issues, forwarding issues to the proper parties for resolution as necessary and/or appropriate.

Essential Duty? Yes
Percentage Of Time 30%
Key Responsibility
Description of Key Responsibility

Provides timely and accurate administrative support to the department. Researches and assembles necessary background information to expedite written and/or oral response. Types and/or edits internal and external correspondence from draft to final form. Handles highly sensitive information with confidentiality and tact.

Essential Duty? Yes
Percentage Of Time 25%
Key Responsibility
Description of Key Responsibility

Maintains the departmental calendar(s), including making and managing appointments. Coordinates logistics associated with meetings, conferences, events and/or activities including, but not limited to, scheduling venues, inviting attendess, coordinating travel arrangements and/or preparing agendas or materials. Ensures post-event follow up actions are taken as necessary and/or appropriate.

Essential Duty? Yes
Percentage Of Time 25%
Key Responsibility
Description of Key Responsibility

Establishes, maintains and continually strives to improve office procedures, files and computer systems to support effective operations and/or realize efficiencies. Opens, sorts and distributes mail. Maintains office supplies, equipment and/or inventories, reordering as necessary and/or appropriate within established budgetary constraints.

Essential Duty? No
Percentage Of Time 10%
Key Responsibility
Description of Key Responsibility

Utilizes Banner, the University’s database of record, to manage the department’s budget, making revisions and transfers as necessary and appropriate, in an effort to ensure prudent fiscal oversight. Maintains financial and budgetary records in compliance with established institutional data integrity standards as well as other related University policies and procedures. Reviews and verifies all appropriate backup documentation is complete in an effort to facilitate timely workflow. Prepares and analyzes a variety of budget analyses and reports for the department.

Essential Duty? No
Percentage Of Time 10%
Key Responsibility
Description of Key Responsibility

In addition to the duties listed above, the Administrative Assistant within Institutional Advancement, will also be responsible for the following:

1. Prepare electronic and hard copy alumni and donor correspondence and event mailings, including coordinating relevant details with MarComm, print services and mail houses
2. Provide exceptional customer service and support to alumni volunteers, particularly the Alumni Board and its committees

Essential Duty? No
Percentage Of Time

Posting Detail Information

Posting Number PS107P
Working Conditions

Normal office situation.


Associate’s Degree or two-year College equivalent required.

Physical Effort

Typically sitting at a desk or table. Light lifting or carrying, 25lbs or less.

Impact of Actions

Makes recommendations or decisions which usually affect the entire department.


Varied. Work is complex and varied and requires the selection and application of technical and detailed guidelines. Problems are not easy to identify, but are similar to those seen before. Moderate analytical ability is needed to gather and interpret data where results/answers can be found after analysis of several facts. Solutions can often be found by using methods chosen before in other situations.

Decision Making

Varied. Supervisor is available on an “as-needed” basis to establish general objectives and to identify potential resources for assistance. Independent judgment is required to select and apply the most appropriate of available guidelines and procedures to achieve desired results.

Internal Communication

Requires regular contacts to discuss issues of moderate importance and to respond to inquiries. Occasionally requires contact with officials at higher levels on matters requiring cooperation, explanation and persuasion.

External Communication

Requires regular external contact to discuss issues of moderate importance and respond to inquiries. Occasionally requires contact with the public involving the enforcement of regulations, policies and procedures.

Customer Relations

Contact with customers involves more complex servicing over the telephone, in writing or in person to resolve complaints, make adjustments or correct mistakes about a selected service, product or capability.

Managerial Skills

Has responsibility or authority which is limited to the direction of temporary or student workers.

Knowledge & Skills

Advanced Skills. Able to read and reference materials and obtain information. Prepares letters and/or reports following policies and procedures. Able to operate various standard office machines.

Special Skills

The ability to work effectively with diverse groups.

Desired Start Date
Position End Date (if temporary)
Close Date
Open Until Filled Yes
Special Instructions Summary
Quick Link for Internal Postings

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Technical School, Certification or Apprenticeship
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  2. How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other

Documents Needed to Apply

Required Documents
Optional Documents
  1. Resume
  2. Cover Letter
  3. Letter of Recommendation