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Administrative Assistant II

Basic Position Information

Job Code: 5189

Title: Administrative Assistant II

Department: Various

Essential Personnel: N

Job Family: Administrative Support

Job Sub-Family: Administrative Assistance

FLSA Classification: NE

Job Grade: 10

Grade Min: $36,294

Grade Mid: $42,645

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: Pre-Defined

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

The Administrative Assistant II performs a variety of administrative tasks, including financial and human resources tasks, to support the students, staff, and faculty of a moderately complex department or unit.

Duties

  • Provides general assistance and information to students, faculty, and staff as required.
  • Performs general office tasks, including, but not limited to, answering phones and emails, ordering office supplies, running reports, ordering promotional items, and ordering business cards.
  • Maintains records relating to administrative, financial, and human resources matters.
  • Prepares expenditure and personnel documents; assists with budget reconciliations.
  • Receives and submits facilities requests; coordinates the planned maintenance and acquisition of equipment and services from the IT and Facilities departments.
  • Prepares and distributes communications and correspondence on behalf of others.
  • Assists with contracts as required, gathering quotes, preparing documents, and obtaining signatures.
  • Maintains diaries and schedules for others as necessary, including scheduling appointments, organizing meetings, and making travel arrangements.
  • Assists with coordinating events; attends and assists at events as required.
  • Maintains departmental inventory.

Marginal Duties

  • Performs all other duties as assigned.
  • Performs tasks related to specific department/college.

Supervisory Responsibilities

Direct Reports:

  • May supervise Student Employees

Delegation of Work:

  • May assign work to subordinate(s)

Supervision Given:

  • May supervise the work of student workers

Qualifications

Required Education:

  • 30 hours of college course work

Required Experience:

  • Minimum of two (2) years of related job experience

License/Certification:

  • None required

Preferred Qualifications

  • Associate degree is preferred

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of general office and administration tasks and equipment;
  • knowledge of relevant university policies and procedures.

Skills:

  • Good technical skills, including strong proficiency in MS Office and PeopleSoft;
  • Strong analytical and problem solving skills;
  • Excellent interpersonal, communication, and customer service skills;
  • Good attention to detail;
  • Strong organizational skills.

Abilities:

  • Ability to work in a timely manner;
  • Ability to multitask; ability to communicate effectively with a wide range of individuals and constituencies in a diverse university community.

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment.

Physical Demands:

  • Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks. Must have precise hand-eye coordination and the ability to identify and distinguish colors. Must have the ability to move items of up to 40lbs.

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Flexibility

  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Focus on Customer Service

  • Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
  • Respectfully ascertains customer's needs and determines appropriate response.
  • Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
  • If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
  • Follows up with customers on outstanding requests in a timely manner.
  • Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Dependability

  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.

Integrity

  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Proficiency

  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:09 AM