Position Description – Senior Administrative Assistant

POSITION DESCRIPTION
Position Title:	Sr. Administrative Assistant	FLSA Status: Non-exempt
Reports to:	Division Chair or Director
Department:	Various
Date Prepared:	June 2005

BASIC FUNCTION

This position exists to assist the Division Chair or Director in managing all of the duties and responsibilities of the department office. The incumbent also helps in making decisions regarding academic policies and procedures, provides support to faculty and staff members, balances the annual department budget, and coordinates the daily activities in the department office to assure accurate and timely preparation of documents. In addition, this position serves as liaison between the Division Chair or Director, faculty, and other administrative offices.

NATURE & SCOPE

The Sr. Administrative Assistant reports to the chair of the appropriate division or director of the department. Typically, the Sr. Administrative Assistant supervises two to five employees.

The scope of this position is very broad. A variety of tasks fall to the Sr. Administrative Assistant, from updating class schedules to monitoring the department budget to dealing with inquiries from visitors to the office. This requires an ability to multitask without compromising the quality of work. The incumbent must efficiently manage daily duties and special projects.

A large portion of this position involves dealing with others, either in the office or over the telephone. As a consequence, it is necessary for the incumbent to be a skilled communicator. Often, students, faculty, or other constituents have requests of the Sr. Administrative Assistant, and customer relations skills are helpful in these instances. Also, the Sr. Administrative Assistant assists the Division Chair or Director in many matters, so it is essential that he/she is able to effectively communicate. Maturity is imperative for the Sr. Administrative Assistant, as he/she must manage requests, criticisms, and suggestions form a variety of sources. Interpersonal skills are often integral to this position.

The abilities to organize tasks and coordinate responsibilities are critical traits of this position. With a large task load, the Sr. Administrative Assistant must be able to organize and process sizable quantities of information. He/She must be able to work independently as well, as in many circumstances the incumbent is assigned duties to complete on an individual basis. This requires a responsible, dependable person.

The incumbent must remain aware of the happenings of the department, as well as those of the College, as there are often requests which depend upon this information.

Position Description – Sr. Administrative Assistant

PRINCIPAL ACCOUNTABILITIES

Ø Assists the Division Chair or departmental Director

Ø Updates BANNER as needed

Ø Monitors the department budget

Ø Serves as primary contact in the department office for students, faculty, staff, and visitors

Ø Performs clerical duties as necessary

Ø Manages department office

Ø Provides assistance to department personnel

BUDGETARY RESPONSIBILITIES

The Sr. Administrative Assistant is expected to remain aware of monthly budget reports in order to prevent overspending by the department. The incumbent must monitor purchases and account balances on a regular basis. The incumbent is not responsible for making any decisions regarding budget allocation

SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED

This position requires a two-year college or vocational school degree and three to five years of work experience. In addition, the Sr. Administrative Assistant must exhibit proficiency in a variety of computer applications.