Administrative Assistant Senior

Date Revised: 08/01/2017

JOB DESCRIPTION

Job title: Administrative Assistant Senior

Job Category: Non-Exempt

PCLS: 50052

Salary Grade: F

Summary

Incumbents in the Administrative Assistant Senior position perform a variety of administrative support and/or secretarial duties in the direct support of a University administrator.

Distinguishing Characteristics

The Administrative Assistant Senior is distinguished from the Administrative Assistant in that incumbents in the Senior level are expected to have the expertise and experience to perform the required duties with more independence, skill, and ingenuity.

Reporting and Supervisory Responsibilities

The Administrative Assistant Senior reports to a Dean, a Vice-President, or a Chancellor. This classification 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

1

Administrative Assistant Senior

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

Six years of experience; or vocational/technical training/associate degree in an office or business field plus four years of related experience; or a bachelor’s degree in a related field plus two years of experience 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.

2

Administrative Assistant Senior

Date Revised: 08/01/2017

JOB DESCRIPTION

7. Service Orientation : Actively seeks opportunities to help others.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.

3

Administrative Assistant Senior

Date Revised: 08/01/2017

JOB DESCRIPTION

4