General Statement of Job
The administrative assistant keeps official department records
and relieves department head, faculty and/or staff members of
clerical and administrative work.
Specific Duties and Responsibilities
Manages department head's calendar and independently schedules
Screens incoming calls and correspondence and responds
independently when possible.
Serves as receptionist for department (by telephone and in
Arranges programs, events, or conferences by arranging for
facilities and caterer, issuing information or invitations,
coordinating speakers, and controlling event budget.
Directs preparation of records such as syllabi, classroom
handouts, exams, department meeting minutes, class rosters, grade
reports, mass mailings and Human Subject Research Forms.
Takes and transcribes dictation and composes and prepares
minutes of departmental meetings.
Prepares confidential correspondence, reports, and other complex
Supervises the photocopying of exams, correspondence, or other
Creates and maintains database and spreadsheet files.
Arranges complex and detailed travel plans and itineraries, and
compiles documents for travel-related meetings.
Assists in the student advising process by maintaining student
files and advisee lists, tracking first-time/full-time freshmen for
retention, completing graduation papers, and organizing letters of
Assists in the student registration process by entering new
course schedules, updating faculty to online registration system,
manages waiting list of students for high demand courses, and
follows through with student when opening occurs.
Orders and maintains office supplies, laboratory and classroom
equipment, audiovisual equipment, and library of films.
Tracks departmental budget information.
Assists Student Evaluation process.
Assists with student department club and Honors Convocation.
Maintains department bulletin board.
Education, Experience, and Licenses
High School diploma or HiSET required. One-year certificate in
secretarial/office management from accredited college or technical
school; or one to two years related experience and/or training; or
equivalent combination of education and experience.
Knowledge, Skills, and Abilities
To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed
below are representative of the knowledge, skill, and/or ability
required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential
- Ability to read, analyze, and interpret common business and
technical journals, financial reports, and legal documents.
- Ability to respond to common inquiries or complaints.
- Ability to effectively communicate both verbally and by written
means at a very high level.
- Ability to make ethical decisions in doing what is best for
both students and the University.
- Ability to effectively present information to administrators,
faculty, staff, regulators, students, public groups, and/or Board
- Ability to calculate figures and amounts such as discounts,
interest, proportions, and percentages.
- Ability to define problems, collect data, establish facts, and
draw valid conclusions.
- Ability to interpret an extensive variety of technical
instructions in mathematical or diagram form and deal with several
abstract and concrete variables.
Physical Demands/Work Environment
The physical demands described here are representative of those
that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
essential functions. While performing the duties of this job, the
employee is regularly required to use hands to finger, handle, feel
or use a computer keyboard and talk or hear. The employee
frequently is required to sit. The employee is occasionally
required to stand; walk; reach with hands and arms; climb or
balance; and stoop, kneel, or crouch. The employee must
occasionally lift and/or move up to 10 pounds. Specific vision
abilities required by this job include close vision, distance
vision, color vision, peripheral vision, depth perception, and
ability to adjust focus.
The noise level in the work environment is usually moderate.
NOTICE: The above job profile does not
include all essential and nonessential duties of this job. All
employees with disabilities are encouraged to contact Human
Resources to review and discuss the essential and nonessential
functions of the job. An employee with a disability can evaluate
the job in greater detail to determine if she/he can safely perform
the essential function of this job with or without reasonable