- Entry level
- No Education
- Salary $22.27 gross per hour
Performs broad administrative and staff support duties of a highly responsible and confidential nature to assist in the administrative operations of the college. Has primary responsibility for coordinating an important department or unit function. Work requires comprehensive knowledge of departmental and college operations, policies and procedures, and the exercise of independent judgment, including discretion in the resolution of minor problems and details.
Handles complex issues and problems, and refers only the most complex issues to higher-level staff. Receives and responds to correspondence. Receives and directs visitors, provides support in a variety of functions to an individual, team, department, or other group. Collects, reviews and analyzes data, and prepares reports, charts, budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. Additionally, has advanced word processing, spreadsheet and graphics software skills. Attains full proficiency in multiple competencies relevant to the job. Works independently within established procedures associated with the specific job function.
Characteristic Duties and Responsibilities
Duties with a "D" before the duty are specific to an Administrative Assistant III directly supporting a Dean position.
- (D) Provide support to the Dean and several faculty in an academic department and performs a variety of advanced administrative duties. Serves as administrative liaison with others outside the department. Performs work of a confidential nature. Exercises initiative and has an extensive knowledge of college practices and policies.
- (D) Audit timecards for accuracy and completeness. Compose and send emails communicating timecard errors or other timecard issues to leadership.
- (D) Organize Dean's daily calendar. Schedule appointments and events.
- (D) Oversee office operations. Ensure office coverage. May mentor, direct the work performed by, and provide guidance to other office support staff members.
- (D) Use COSMO software to be able to review and update student, financial, and human resource system information.
- Maintain records. Conduct data entry, word processing, file, compose routine correspondence, greet and direct visitors, answer phones, and make appointments.
- Order office, equipment and materials supplies. Order repairs.
- Prepare, edit and proof read documents. Transcribe minutes, reports, agendas, and other complex, technical and/or confidential documents.
- Provide service excellence by answering and troubleshooting concerns/questions of prospective and current students. Exercise discretion in determining the nature of information to be released.
- Maintain and update financial, personnel and/or student records and databases.
- Track budget, compile and analyze information for reports or presentations. Prepare charts, graphs, or tables.
- Prepare work orders, monitor expenditures and budgets; process and track travel arrangements and reimbursements, perform administrative services related to faculty and staff searches, student assignments, and conferences and meetings; answer questions about routine policies applicable to the department or office; and oversee the work performed by student employees.
- Prepare and processes requisitions, standard forms, invoices and related documents.
- Gather and provide information and interpret data requiring reference to a variety of sources. Maintain complex statistical reports including designing formats for complex tables, charts and graphs; may conduct special studies to report recommendations as requested.
- Compose original correspondence and identify, research, analyze, generate and interpret reports that require exercise of judgment and knowledge of departmental and district procedures.
- Initiate, maintain and manage exchange of electronic data to record or verify a variety of complex or encoded data. Receive and review input and output data. Maintain and revise lists, control records and other source documents.
- Answer telephone and direct calls to designated personnel. Respond to questions and inquiries by providing information of a technical nature requiring knowledge of department operations and procedures. Exercise discretion in determining the nature of information to be released. Refers unusual inquiries to supervisor for handling.
- Respond both orally and in writing to questions relative to the application of district and departmental procedures.
- Operate computer, calculator, photocopier, fax machine and other office equipment.
- Receive, open, prioritize, distribute, and re-route mail. May be responsible for creating reports and distributing on a regular schedule.
- (D) Regularly performs a significant amount of work that requires a greater degree of expertise than the performance of the administrative assistant 1 or 2 and/or plays a major role in coordinating the primary function or activity of an administrative department or unit, or of a special program, and that role requires acting as the department, unit or special program liaison with college administrators, faculty members or external agencies.
- Performs other related duties as required or assigned.
- High School Diploma and one (1) year (12 credits) additional coursework in a postsecondary school.
- Associate degree.
- Must have a minimum of four (4) year of office experience.
- Six (6) years office experience.
- Ability to create and maintain a positive work environment.
- Ability to multi-task.
- Ability to handle change.
- Exceptional abilities for attention to detail.
- Cultivates innovation
- Optimizes work processes
- Ensures accountability
- Interpersonal savvy
- Communicates effectively
- Instills trust
- Customer focus
- Action oriented
- Values differences
Knowledge, Skills and Abilities
Knowledge, skills, or abilities with a " D " marked before it are for an Administrative Assistant III directly supporting a Dean position.
- (D) The Administrative Assistant III position utilizes special job related skills or knowledge not required to perform the Administrative Assistant I or II positions. Examples (will vary between Pathways) :
- Ability to speak a foreign language
- Familiarity with state/federal rules and compliance requirements
- Advanced knowledge of software functions including Microsoft Office, COSMO, Wisconsin Instructional Design System (WIDS), Economic Modeling Specialists, Inc. (EMSI), email, and reporting tools.
- Advanced knowledge of business English, spelling, punctuation and composition.
- Advanced knowledge of business office practices, procedures and skill in their applications.
- Proven skills managing complex records, assembling and organizing data, and preparing reports from records.
- Proven ability to compose a wide variety of correspondence without specific instructions.
- Proven ability to transcribe dictation accurately.
- Proven ability to establish and maintain effective working relationships with all levels of staff, employees, students and the public.
- Proven ability to maintain confidential information and communicate effectively about sensitive issues through both oral and written means.
- Proven ability to work under stress and pressure.Physical Demands:
- Ability to lift up to 15 lbs., carry, and push up to 20 lbs. and ability pull up to 50 lbs.
- Ability to climb stairs and a ladder and maintain balance.
- Ability to stoop, kneel, crouch, reach, hear and speak.
- Sitting/Standing/Walking: 75% of time spent sitting, 20% of time standing, and 5% of time walking.