POSITION IDENTIFICATION
TITLE Academic Administrative Assistant II
CLASSIFICATION NUMBER 3225
GRADE 12
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Academic Department Head
MAJOR ADMINISTRATOR College Dean
GENERAL FUNCTION
The Academic Administrative Assistant II assists the Department Head of an academic teaching department with the department’s administrative activities and coordinates various administrative processes and projects in the department. The Academic Administrative Assistant II is generally the primary or lead administrative support position in an academic teaching department. This position provides the full-range of administrative support activities for an academic teaching department. The Academic Administrative Assistant II may assign and/or monitor the work of an Administrative Assistant I, student workers, or Graduate Assistants.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required.
Skills: Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations is required. Effective verbal and written communication skills are required. The ability to train, assign work, and review the work of full- and part-time employees and student workers is required. The ability to maintain departmental financial records and accounts and prepare financial reports is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Administrative support positions are primarily sedentary. Administrative support positions require extensive keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Serves as administrative assistant to the Department Head of an academic teaching department by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the Department Head’s calendar, preparing and proofreading correspondence, reports, and other documents prepared by the Department Head, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring academic calendar events for the Department Head, initiating recurring administrative processes related to the academic calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports.
2. Serves as the communication hub of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, faculty, staff, and/or students, communicating information from the Department Head to others, collecting and organizing information requested by the Department Head from others, and making information available to others by mail, email, telephone, and the web.
3. Assists faculty by answering questions and providing information, locating desired information and materials, providing assistance in test preparation, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.
4. Assists students by determining who can best provide information needed by the student, providing initial assistance to students with questions about classes, registration, permissions, etc. using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures), and assigning advisors.
5. Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment, and supplies and equipment used in the classroom or for research, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.
6. Assists the Department Head to varying degrees in maintaining financial control of departmental accounts by reconciling purchases to Financial Services reports, tracking income, expenditures, and transfers to Financial Services reports, and/or maintaining internal records of expenditures.
7. Assists the Department Head to varying degrees in creating the semester course schedule by entering the courses, sections, instructors, times, dates, and rooms into the database, initiating the process by recreating previous semester schedules, contacting faculty to determine courses and sections they wish to teach, obtaining rooms that meet the needs of the nature of the courses during the days and times scheduled, preparing personnel action forms and monitoring their approval, monitoring course registrations to alert the department head of low or high enrollment, waiting lists, and/or to control distribution of enrollment by courses and sections.
8. Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.
9. Assists with employment processes to varying degrees by preparing the recruiting announcement, monitoring and maintaining credential files of applicants, preparing master files for the search committee, preparing correspondence to applicants, entering required information into the applicant database, preparing position authorization forms and personnel action forms and monitoring their approval, and assisting new employees with processes associated with employment (completion of Form I-9, obtaining access to network resources, arranging office space, equipment, services, and supplies, etc.).
10. May assist with competitive admission processes to undergraduate or graduate programs and/or the application process for departmental scholarships by answering questions about the program, sending out program and/or scholarship information, maintaining databases of required applicant information, monitoring and maintaining applicant files, reviewing information for determine if minimum qualifications are met, and preparing correspondence to applicants.
11. May register students each block who are enrolled in structured clinical programs and assist with clinical experience placements by developing and maintaining databases of sites, preceptors, and students.
12. Supports the administrative business functions of the department by obtaining and processing textbook adoptions, organizing the faculty evaluation process, maintaining the departmental website and databases, scheduling the use of classrooms, labs, and meeting rooms, and securing classrooms, labs, equipment, and records.
13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
14. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Department Head or required by the University.
15. Supports the department by performing all other duties as assigned by the department head.
SUPERVISION
The Academic Administrative Assistant II is supervised by the Department Head and may select, schedule, and assign and review the work of student workers or Graduate Assistants. The Academic Administrative Assistant II may serve as lead administrative support person in the department and assign and/or review the work of Academic Administrative Assistants I, student workers, and Graduate Assistants.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017
