Payroll Title: UCP VI
Class Code: 0625-9086
Job Family: ADM
FLSA Code: E
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
- 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.
- 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.
- Performs office management duties; directs the workflow and supervises the processing of administrative and personnel paperwork.
- 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.
- 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.
- Supervises the maintenance of financial records of all department/unit funds and appropriations.
- Serves as a resource to students, staff and others regarding University and departmental policies and regulations, and their interpretation.
- Advises and assists supervisor and others in resolving budget and other business problems related to the department/division operations and programs
- Reviews administrative and internal operating procedures for efficiency and effectiveness and makes recommendations regarding improvements; establishes procedures to implement operational and or fiscal policies.
- Devises, modifies and/or supervises the maintenance of complex filing systems and record keeping, which may be automated.
- 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.
- 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.
- Monitors and reviews personnel actions for accuracy and compliance with appropriate policies and procedures and resolves related problems as they arise.
- 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.
- Performs related duties as required.
MINIMUM ACCEPTABLE QUALIFICATIONS
- 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.
- Demonstrated supervisory and administrative ability.
- Excellent interpersonal skills with ability to work effectively with the department staff, the University community and other agencies and groups.
- Ability to resolve complex problems efficiently, effectively and independently.
Date Created: 6/28/85