The following guide outlines the basic functions and requirements of positions in the administrative job family, describes general job duties and outcomes, and provides education and experience requirements at each grade. Certain positions, however, may require additional specific education, certification or licensure, knowledge, ability or expertise in a specialty area.
- Administrative Assistants and Departmental Administrators
- Program Coordinators
- Sample Performance Standards
Administrative Assistants and Department Administrators
Administrative Assistant - Grade 03
Position Summary
Provides administrative support to unit management by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports and documents. Schedules appointments, arranges and coordinates logistics for events and meetings. Processes various administrative documents and data. Creates routine informational materials. Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Administrative Assistant in the achievement of unit goals. May assist in basic unit supporting research activities, perform some fiscal support functions, and/or serve as liaison within and outside unit. Works under direct supervision, with specific instructions on routine or semi routine work and within established work parameters for the unit. Work is usually reviewed upon completion. Performs professional work that requires knowledge of general administrative/office management practices and the basic application and use of concepts, theories, and terminology of unit administration.
Outcomes
- Administrative/operational request actions that have been initiated and resolved
- Clients and staff who are clearly informed and serviced
- Organized office workflow
- Diversified and often confidential information properly disseminated to appropriate
- personnel
- Properly completed administrative, research, academic, and/or promotional materials and reports
- Office members scheduled and notified to meet response commitments
- Well-organized seminars, symposiums and like events
- Processed, compiled, and maintained unit paperwork and information
- Safeguarded unit assets
- Compliance with operational policies and procedures
Knowledge and Experience
Requires a bachelor’s degree in a related field, or an equivalent combination of education
and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing. Also requires good communication skills and computer literacy.
Senior Administrative Assistant - Grade 05
Position Summary
Provides administrative support to unit management by coordinating the administration of programs, projects, and/or processes and by organizing and coordinating unit operations. Prioritizes work, resolves routine conflicts and issues, and prepares and implements administrative guidelines and procedures for unit. Provides routine and non-routine information and explanations to clients. Creates informational materials; provides general unit supporting research, analysis, and proposal data; prepares, processes, and controls records, statistics, reports and documents; and/or performs some fiscal support functions. Schedules appointments, arranges and coordinates design and logistics for events and meetings, and completes other work consistent with a broad understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Senior Administrative Assistant in the achievement of unit goals. May serve as liaison within and outside unit. Works under general supervision, within established work parameters, with few direct instructions. Carries out routine and non-routine tasks with occasional review of work outputs by supervisor. Performs professional work that requires knowledge of general administrative/office management principles and practices and a good understanding, use, and application of concepts, theories, principles, practices, terminology, and applied bases of unit administration.
Outcomes
- Efficient and effective unit administrative operations
- Accomplishment of the unit’s operational and reporting goals and objectives
- Clients and staff who are clearly informed and serviced
- Safeguarded unit assets
- Compliance with operational policies and procedures
- Uniform administrative objectives and standards implemented for responsible areas reporting to the unit
- Administrative/operational request actions that have been identified, initiated, and resolved
- Well-coordinated and organized programs and/or projects
- Diversified and often confidential information properly disseminated to appropriate personnel
- Completed, processed, and maintained administrative, research, academic, and/or promotional materials and reports, unit paperwork, and information
- Well-organized meetings, seminars, symposiums, and like events
- Assistance in responding to recommendations of internal and external auditors and other reviews
Knowledge and Experience
Requires a bachelor’s degree in a related field, or an equivalent combination of education
and/or experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices. Also requires a minimum of two years relevant experience in an administrative function, good communication skills, and computer literacy.
Department Administrator - Grade 05
Position Summary
Provides administrative support to unit management by organizing, coordinating, and supervising daily unit operations. Coordinates the administration of programs, projects, and/or processes. Prioritizes and supervises work, resolves routine conflicts and issues, prepares and implements administrative guidelines and procedures, and provides oversight and facilitation. Provides routine and non-routine information and explanations to clients. Creates informational materials; provides general unit supporting research, analysis, and proposal data; prepares, processes, and controls records, statistics, reports, and documents; and/or performs some fiscal support functions. Schedules appointments; arranges and coordinates design and logistics for events and meetings; and completes other work consistent with a broad understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Department Administrator in the achievement of unit goals. May serve as liaison within and outside unit. Works under general supervision, within established work parameters, with few direct instructions. Carries out routine and non-routine tasks with occasional review of work outputs by supervisor. Performs professional work that requires knowledge of general administrative/office management principles and practices and a good understanding, use, and application of concepts, theories, principles, practices, terminology, and applied bases of unit administration.
Outcomes
- Efficient and effective unit administrative operations
- Accomplishment of unit’s operational and reporting goals and objectives
- Clients and staff who are clearly informed and serviced
- Safeguarded unit assets
- Compliance with operational policies and procedures
- Uniform administrative objectives and standards properly implemented for responsible areas reporting to the unit
- Identified, initiated, and resolved administrative/operational request actions
- Well-coordinated and organized programs and/or projects
- Diversified and often confidential information properly disseminated to appropriate personnel
- Completed, processed, and maintained administrative, research, academic, and/or promotional materials and reports, unit paperwork, and information
- Well-organized meetings, seminars, symposiums, and like events
- Assistance in responding to recommendations of internal and external auditors and other reviews
Knowledge and Experience
Requires a bachelor’s degree in a related field, or an equivalent combination of education
and/or experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices. Also requires a minimum of two years relevant experience in an administrative function, good communication skills, and computer literacy.
Senior Department Administrator - Grade 06
Position Summary
Provides overall administrative management and supervision of the daily operations and performance of a complex academic, research, operational, or administrative university unit. Ensures accurate and timely processing of requests and actions, and professional, prompt, and courteous service to clients. Develops, restructures, and supervises the implementation of procedures and processes. Provides oversight, facilitation, and supervision of academic support and policy interpretation; purchasing, personnel, space and facilities planning; major event design, promotion, and implementation; and may oversee business processes. Resolves a diverse range of problems consistent with an understanding of the mission, vision, role, and goals of the unit and with a comprehensive understanding of administration/office management in accordance with management principles, applicable regulations, and university policies and procedures. Interprets, communicates, and implements policies and practices for differing needs of a diverse client population. Establishes performance standards, conducts evaluations, and has authority to hire and fire staff. Works independently with broadly defined work objectives and limited review of overall results. Performs professional work that requires specialized to general knowledge in one or more fields of management/administration and a solid understanding, use, and application of concepts, theories, principles, practices, regulations, terminology, and applied bases in area of specialization.
Outcomes
- Sound system of internal assurances and controls for the department
- Clients and staff who are clearly informed and serviced
- Safeguarded unit assets
- Compliance with university’s and unit’s rules, operational policies and procedures,
- and regulatory requirements
- Operational risks that have been identified and managed
- Efficient and effective unit administrative operations
- Accomplishment of unit’s operational and reporting goals and objectives
- Uniform administrative objectives and standards implemented for areas reporting to the unit
- Identified, initiated, and resolved administrative/operational request actions
- Well-coordinated and organized programs and/or projects
- Diversified and often confidential information properly disseminated to appropriate personnel
- Completed, processed, and maintained administrative, research, academic, and/or promotional materials and reports, unit paperwork, and information
- Appropriate responses to recommendations of internal and external auditors and other reviews
Knowledge and Experience
Requires a bachelor’s degree in higher education administration, public administration,
management, or related field; or an equivalent combination of education and/or experience that demonstrates comprehensive knowledge and understanding of management and administrative principles and practices. Also requires a minimum of five years of relevant professional experience in an administrative function, excellent communication skills, and computer literacy.
Program Coordinators
Program Coordinator II - Grade 03
Position Summary
Provides support to unit management by assisting with the coordination and administration of programs, projects, and/or processes and with the planning, preparation, and control of communications, events, records, statistics, reports, and documents. Arranges and coordinates logistics and assists with content of events and meetings. Assists with the development of processes, evaluates program effectiveness, and may manage program supplies. Assists with the analysis of various administrative documents and program data, creates routine informational materials, and aids in promotional areas of marketing support. Work is consistent with a basic understanding of the mission, vision, role, and goals of the administrative, academic, or research unit. May assist in basic research support activities and serve as liaison within and outside unit. Work is performed under direct supervision, with specific instructions on routine or semi-routine work and established work parameters for the unit. Work is usually reviewed upon completion. Performs professional work that requires knowledge of general program coordination practices and the basic application and use of concepts, theories, and terminology of the organization.
Outcomes
- Well-developed and maintained program records, surveys, brochures, and newsletters
- Completed academic, scientific, and/or promotional materials and reports
- Representation of the organization in planning and attending public forums
- Diversified program information properly disseminated to appropriate personnel
- Processed and compiled unit program paperwork and information as required
- Safeguarded unit assets
- Compliance with operational policies and procedures
Knowledge and Experience
Requires a bachelor’s degree in a related field, or an equivalent combination of education
and/or experience that demonstrates knowledge and understanding of program coordination, organization, facilitation, report analysis, writing, and promotion/outreach. Also requires good communication skills and computer literacy.
Program Coordinator I - Grade 04
Position Summary
Organizes, administers, and coordinates multiple facets of programs, projects, and/or
processes with the planning, preparation, evaluation, and control of communications, events, records, statistics, reports, and documents. Interprets agreements and ensures accuracy of deliverables. May work with students for placement in programs/internships and in many cases will have an external focus for completion of successful initiatives. Develops processes, evaluates program effectiveness, and identifies and recruits additional program resources. Assists with the undertaking of on-site evaluations of programs and services, assesses service levels and program progress, and prepares appropriate recommendations. Serves as liaison with various public and private institutions and agencies to determine special program requirements, modifications, or innovations. Work is consistent with an understanding of the mission, vision, role, and goals of the administrative, academic, or research unit. May assist in research support activities. Carries out routine and semi-routine work within work parameters for the unit and under general supervision. Performs professional work that requires knowledge of general program coordination practices and the application and use of concepts, theories, and terminology of the organization.
Outcomes
- Coordinated program activities that assist stakeholders in achieving their goals
- Comprehensive narrative and statistical reports containing findings, conclusions, and recommendations
- Representation of the organization in negotiating, planning, and attending public
- forums
- Diversified program information properly disseminated to appropriate personnel
- Processed and compiled unit program paperwork and information as required
- Safeguarded unit assets
- Compliance with operational policies and procedures
Knowledge and Experience
Requires a bachelor’s degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of coordination, organization, facilitation, report analysis, writing, and promotion/outreach. Also requires a minimum of two years relevant experience in a program coordination or administrative function, good communication skills, and computer literacy.
Senior Program Coordinator - Grade 05
Position Summary
Administers and coordinates the development of policy, research studies, and comprehensive planning documents for the department. Oversees the day-to-day administration of programs, projects, and/or processes regarding the planning, preparation, evaluation, and control of communications, events, records, statistics, reports, and documents. May also oversee the operation of satellite office(s) including people, budget, and facilities. Where applicable, reviews curriculum workbooks and writes draft edits. Develops and distributes the annual program calendar, operational processes, and program effectiveness evaluation. Identifies and tracks competitive programs and benchmarks. Develops and maintains effective relationships with various public and private institutions and agencies to assess program requirements, modifications, or innovations. Work is consistent with an understanding of the mission, vision, role, and goals of the administrative, academic, or research unit. May assist in research support activities. Carries out routine and semi-routine work within work parameters for the unit and under general supervision upon completion. Performs professional level work that requires knowledge of program coordination and the application and use of concepts, theories, and terminology of the organization.
Outcomes
- Stakeholders who have achieved their goals by coordinated program activities
- Well-coordinated development and distribution of narrative and statistical reports containing findings, conclusions, and recommendations
- Comprehensive plans that impacts the unit’s programming
- Diversified program information properly disseminated to appropriate personnel
- Processed and compiled unit program paperwork and information as required
- Safeguarded unit assets
- Compliance with operational policies and procedures
Knowledge and Experience
Requires a bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of program design and execution, coordination, organization, facilitation, report analysis, writing, and promotion/outreach. Also requires a minimum of two years relevant experience in a program coordination or administrative function that includes coordination of work and management of people; good communication skills; and computer literacy.