Position Description – Administrative Associate

POSITION DESCRIPTION
Position Title:	Administrative Associate	FLSA Status: Non-exempt
Reports to:	Director of department
Department:	Various
Date Prepared:	June 2005

BASIC FUNCTION

The Administrative Associate is responsible for overseeing the front office of the department, performing any clerical work that is requested, and maintaining records for the department. The incumbent also serves as a primary contact person for the department.

NATURE & SCOPE

The Administrative Associate reports to the director of the department for which he/she works. Work is both assigned by the director and self-generated. This job has the latitude to consider alternatives within well-defined procedures, precedents, and supervision. Although the tasks that are undertaken are generally proceduralized and follow established precedents, the incumbent has latitude, resulting from changing work conditions, to consider the most appropriate procedure or precedent to follow.

The incumbent often serves as the first line of contact with outside constituents of the department. Thus, it is imperative that the Administrative Associate posses superior communication skills. He/She must handle questions and requests and appropriately manage conflicts. It is critical that the incumbent deal with all situations in a professional manner which will reflect positively on the department and the College.

The Administrative Associate is responsible for all of the clerical duties of the department. Records must be maintained, files must be answered, accounts must be balanced, and phones must be answered. Many of these duties coincide in time period for completion. The incumbent must be able to prioritize tasks and complete them accordingly. Moreover, the incumbent must be flexible enough to change tasks without losing focus or sacrificing job quality.

Each department periodically has special projects and functions to complete. The Administrative Associate generally participates in these projects. Duties may include coordinating mailings or invitations, scheduling facilities, managing costs, or other project related functions. However, the Administrative Associate generally plays a critical role in the success of these projects.

Position Description – Administrative Associate

PRINCIPAL ACCOUNTABILITIES

Ø Maintains correspondence for the department

Ø Monitors and balances the accounts of the department

Ø Assists in the special projects of the department

Ø Provides general receptionist duties for walk-in and telephone inquiries

Ø Coordinates the schedule of and sets up appointments for the director

Ø Maintains and updates the files and records of the department

Ø Trains and supervises student workers

Ø Performs various department specific duties as assigned or needed

BUDGETARY RESPONSIBILITIES

The Administrative Associate monitors and balances the accounts of the department, but generally has no responsibility for budget allocation decisions.

SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED

This position requires two-years of college or vocational school and three to five years of experience in the field. Proficiency in Microsoft Office and other department specific software is required.