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Administrative Assistant I

Basic Position Information

Job Code: 5199

Title: Administrative Assistant I

Department: Various

Essential Personnel: N

Job Family: Administrative Support

Job Sub-Family: Administrative Assistance

FLSA Classification: NE

Job Grade: 9

Grade Min: $32,995

Grade Mid: $38,769

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 I performs a variety of administrative tasks, including financial and human resources tasks, to support the students, staff, and faculty of a department or unit.


  • 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.
  • Organizes and maintains department files.
  • 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 and documents and obtaining signatures.
  • Processes vouchers, expense reports, invoices, and monthly p-card statements.
  • Assists with budget preparation by preparing and submitting cost center verifications and expense reports, updating spreadsheets as necessary.
  • 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.

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


Required Education:

  • High School Diploma or equivalent

Required Experience:

  • Minimum of one (1) year of related job experience


  • None required

Preferred Qualifications

  • Associate's degree is preferred

Knowledge, Skills and Abilities


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


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


  • Ability to follow instruction and 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 30lbs.

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.


  • 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.


  • 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.


  • 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.


  • 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.

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