University of Connecticut University of UC Title Fallback Connecticut

Administrative Services Assistant III

Payroll Title: UCP IV
Class Code: 0425-9084
Job Family: ADM
FLSA Code: N
Score: 458

JOB SUMMARY

Under the direction of a designated administrator, assists in managing a number of administrative functions, usually in a large complex operation.

GUIDELINES FOR USING THE POSITION

Incumbents in this position assist in managing a number of administrative functions, usually in a large complex operation, with narrow authority to regularly make independent decisions, exercise independent judgment and resolve problems that are central to the operation.  Incumbents will normally have supervisory responsibility for small to moderate number of support staff.  Duties are similar to an Administrative Assistant IV, but decision making is more limited and usually falls within established practice.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

  1. Performs office management duties; directs the workflow and supervises the processing of administrative and personnel paperwork; reviews paperwork for accuracy and adherence to policies and procedures.
  2. Supervises, trains, and evaluates administrative support staff; determines work assignments and work schedules, adjusting clerical assignments to accommodate priority needs; makes recommendations regarding hiring decisions.
  3. Independently composes, prepares and/or edits standard correspondence and reports containing information that requires thorough knowledge of policies, procedures and data sources.
  4. Devises, modifies and/or supervises the maintenance of complex filing and record keeping systems, which may be automated.
  5. Transmits authoritative information and serves as a resource to students, staff and others regarding policies and procedures governing the department/division.
  6. Within established practice, handle administrative matters for supervisor, signs supervisor’s name to correspondence, requisitions, vouchers and other standard forms and makes decisions in supervisor’s absence.
  7. Maintains and monitors department/unit budget and records; monitors and approves routine expenditures, as delegated, processes fiscal paperwork; advises supervisor of problems; may independently manage specific budget items, such as Student Labor accounts.
  8. Monitors and reviews personnel actions for accuracy and compliance with appropriate policies and procedures and resolves related problems as they arise.
  9. Assists supervisor and others in resolving budget and other business problems related to department /unit operations.
  10. Is responsible for making all necessary arrangements for meetings, conferences and travel; arranges for and implements, as directed, conferences, seminars, committee meetings, assisting as required.
  11. Performs complex typing and transcription duties as required; operates automated equipment.
  12. Schedules appointments and meetings for supervisor; screens incoming mail and telephone calls, making referrals as appropriate.
  13. May represent supervisor to other University offices, the public or outside organizations to gather or transmit information that affects the operations of the department/unit.
  14. Review administrative and internal operation procedures for efficiency and effectiveness and recommends improvements; establishes procedures to implement operational and/or fiscal policies.
  15. As needed or assigned, may be responsible for special short term or ongoing projects that require planning, coordination and supervision.
  16. In an academic department, may coordinate student registration and scheduling of courses; may maintain and monitor student rosters, grade reports, and academic records; may coordinate financial support for graduate students, with responsibility to assign funding, based on predetermined guidelines.
  17. Performs related duties as required.

MINIMUM ACCEPTABLE QUALIFICATIONS

  1. Bachelor’s degree or equivalent combination of education and experience including 4-8 years experience in a progressively responsible administrative support position.
  2. Organizational and supervisory ability
  3. Excellent interpersonal skills and ability to work effectively with the department/University staff and other individuals and groups.
  4. Ability to resolve administrative problems efficiently, effectively and independently.

 

Date Created: 6/28/1985