POSITION IDENTIFICATION
TITLE Administrative Specialist IV
CLASSIFICATION NUMBER 3675
GRADE 15
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
GENERAL FUNCTION
The Administrative Specialist IV applies a professional level of understanding of a body of knowledge to coordinate and administer complex programs or services. The Administrative Specialist IV utilizes an understanding of state, federal or local laws and regulations and/or University processes, programs, and policies to make complex decisions and to explain and interpret University policy. The Administrative Specialist IV functions independently without close supervision and exercises discretion and judgment in carrying out responsibilities. The nature of the work of the Administrative Specialist IV is characterized by the complexity of the decisions made, the impact and consequences of actions, and the high level of knowledge and judgment that must be exercised in performing job duties.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and five years of administrative support or secretarial experience or an equivalent combination of education and experience is required. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred.
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. Skills related to the job responsibilities of the particular position are preferred.
Effort: Administrative support positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Administrative support positions require extensive keyboarding. Administrative support positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or kneel to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Administers and coordinates complex programs or services by using a professional level of understanding of a body of knowledge to make reliable decisions and achieve desired out comes.
2. Provides authoritative information, reports, and recommendations by applying an in-depth understanding of the program or process, utilizing knowledge of applicable University programs, policies, and processes and/or federal and state laws and regulations affecting the program or process, using advanced computer application skills, and coordinating with others.
3. Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with stakeholders.
4. Accomplishes objectives by coordinating with other areas of the University as needed and using advanced communication skills and an understanding of how to conduct business at the University.
5. Facilitates workflow and the efficient use of time and effort by establishing processes, guidelines, and rules related to the program or process in coordination with the supervisor.
6. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
7. Remains competent and current by attending professional development courses, software training classes, and attending training and/or courses as directed by the supervisor.
8. Helps to ensure the overall success of the department by performing all other duties as assigned.
SUPERVISION
The Administrative Specialist IV is supervised by the designated supervisor and may supervise full-time and part-time employees and student workers.
OFFICE OF HUMAN RESOURCES
REVISED NOVEMBER 2016
