hr.usu.edu web viewcomposes and word-processes various standard documents, correspondence and...
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Administrative Assistant
Date Revised: 08/01/2017
JOB DESCRIPTION
Job title: Administrative Assistant
Job Category: Non-Exempt
PCLS: 50051
Salary Grade: E
Summary
Incumbents in the Administrative Assistant position perform a variety of administrative support and/or secretarial duties in the direct support of a University administrator.
Distinguishing Characteristics
The Administrative Assistant is distinguished from the Staff Assistants in that incumbents in the Administrative Assistant position work in direct support of an Assistant or Associate Dean, a Vice-President, or a Vice-Chancellor.
Reporting and Supervisory Responsibilities
The Administrative Assistant may train and guide Staff Assistants and/or hourly or student employees.
Typical Functions
1. Performs office duties, including answering phones, directing calls to appropriate parties, data entry, filing, calendar management, and other general duties as assigned.
2. Screens inquiries and requests; uses judgement and tact to prioritize schedules, calendars, and meetings.
3. Provides administrative support, including scheduling appointments, coordinating meetings/conferences, and maintaining/ordering office supplies.
4. Serves as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the department.
5. Composes and word-processes various standard documents, correspondence and reports.6. Prepares agendas, coordinates meetings, and transcribes meeting minutes.7. Maintains current personnel files.8. May track faculty tenure and promotion processes.9. Plans and executes events, including banquets, receptions, retreats, etc.10. Assists with the hiring, training, and supervision of other office personnel.11. Performs other miscellaneous duties as assigned.
Knowledge, Skills, and Abilities
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Administrative Assistant
Date Revised: 08/01/2017
JOB DESCRIPTION
1. Skilled with computer programs, including spreadsheets, relational databases, statistical packages, presentation software, and graphic packages.
2. Excellent critical thinking skills.3. Skilled in creative problem solving.4. Skilled with basic office equipment, including printers, copiers, and telephone systems.5. Good organizational skills.6. Strong verbal and written communication skills.7. Ability to handle sensitive and confidential business data and personal information.8. Ability to work without supervision.9. Knowledge of University policies and procedures.10. Excellent customer service skills.
Minimum Qualifications
Four years of experience; or vocational/technical training/associate degree in an office or business field plus two years of related experience; or a bachelor’s degree in a related field is required.
Work Environment and Physical Requirements
Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to ten pounds.
Fundamental Abilities
Within the scope and complexity of each position’s responsibilities, each incumbent is expected to possess and demonstrate the following abilities:
1. Communicating : Communicates effectively both verbally and in writing. 2. Problem solving : Analyzes information and evaluates results to select the best solution and solve
problems. 3. Monitoring : Measures performance of self; makes improvements and takes appropriate
corrective action.4. Critical Thinking : Comes to well-reasoned conclusions, solutions, and approaches to problems.5. Team Building : Works to create a team-based environment. Consistently demonstrates
cooperative behavior with colleagues, supervisors, and customers.6. Active Listening : Gives full attention when others are speaking; listens to understand, asks
questions as appropriate, and does not interrupt.7. Service Orientation : Actively seeks opportunities to help others.
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Administrative Assistant
Date Revised: 08/01/2017
JOB DESCRIPTION
8. Conflict Resolution : Acts professionally when encountering customers who, at times, may be frustrated or threatening.
Core Characteristics
As representatives of Utah State University and primary contributors to its mission, all employees are expected to demonstrate the following characteristics:
1.
2. Take initiative3. Maintain confidentiality.4. Be accountable.5. Behave ethically.6. Be honest and trustworthy.7. Demonstrate a strong work ethic.
8. Be inquisitive.9. Be detail oriented.10. Be self-motivated.11. Efficiently manage multiple tasks.12. Be a team player.13. Be committed to improving USU.
Disclaimer This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.
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Administrative Assistant
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JOB DESCRIPTION
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