Administrative Services Assistant IV

Payroll Title: UCP VI
Class Code: 0625-9086
Job Family: ADM
FLSA Code: E
Score: 538

JOB SUMMARY

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

GUIDELINES FOR USING THE POSITION

Duties are similar to a Business Manager I, but do not include facilities maintenance.  Administrative Assistant IV also has a wider focus on general administrative duties while Business Manager I is more narrowly focused on business operations.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

  1. Handles responsible administrative matters for supervisor, signs supervisor’s name to correspondence, requisitions, vouchers and other forms of consequence, and makes decisions in supervisor’s absence, within broad guidelines.
  2. Independently composes, prepares and/or edits complex correspondence, narrative reports and financial/statistical reports containing information which requires thorough knowledge and understanding of policies and procedures that govern the operation of the department/division and require an evaluation of data sources.
  3. Performs office management duties; directs the workflow and supervises the processing of administrative and personnel paperwork.
  4. Supervises, trains and evaluates administrative support staff; determines work assignments and work schedules, adjusting clerical assignments to accommodate priority needs; assists in determining staffing needs and make hiring decisions.
  5. Assists in preparation of departmental/unit budgets involving numerous grants, contracts or cost centers; manages approved budget, making decisions related to the appropriateness of requested expenditures.
  6. Supervises the maintenance of financial records of all department/unit funds and appropriations.
  7. Serves as a resource to students, staff and others regarding University and departmental policies and regulations, and their interpretation.
  8. Advises and assists supervisor and others in resolving budget and other business problems related to the department/division operations and programs
  9. Reviews administrative and internal operating procedures for efficiency and effectiveness and makes recommendations regarding improvements; establishes procedures to implement operational and or fiscal policies.
  10. Devises, modifies and/or supervises the maintenance of complex filing systems and record keeping, which may be automated.
  11. As needed or assigned, may be responsible for special projects or operations which may be on-going or short-term and which require planning, coordination and supervision, and which are necessary to the work of the unit.
  12. 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 and teaching assignments for graduate students, with responsibility to assign funding and/or courses, based on pre-determined guidelines.
  13. Monitors and reviews personnel actions for accuracy and compliance with appropriate policies and procedures and resolves related problems as they arise.
  14. May represent the department/unit to other University offices, the public or outside agencies in responsible administrative matters, which affect the operations of the department/unit.
  15. Performs related duties as required.

MINIMUM ACCEPTABLE QUALIFICATIONS

  1. Bachelor’s degree and one to two years related experience; or equivalent combination of education and experience including 5-10 years experience in a progressively responsible administrative support position.
  2. Demonstrated supervisory and administrative ability.
  3. Excellent interpersonal skills with ability to work effectively with the department staff, the University community and other agencies and groups.
  4. Ability to resolve complex problems efficiently, effectively and independently.

Date Created: 6/28/85