Human Resources

Title: Administrative Assistant
Classification: C5
Department: -

Job Summary:
Acts as a general assistant to a Dean or Appointing Officer, performing non-routine office functions which substantially contribute to the unit's or division's objectives.

Primary Duties & Global Responsibilities:

  • Assist Dean, Director, or Appointing Officer in carrying out the office operation responsibilities.
  • Responsible for specific projects/programs conducted by the unit whether self-initiated or initiated by the Dean or Appointing Officer which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
  • Performs administrative work of a confidential nature for the Dean, Appointing Officer, or Director.
  • Compiles and logically formats statistical data and reports.
  • Maintains, processes and manipulates data on a personal computer using word processing, data base and spreadsheet software.
  • Coordinates various events, including special events and functions.
  • Edits correspondence, reports and materials for publication.
  • Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal/external communications.
  • Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
  • Conducts on a recurring basis self initiated or unit head initiated projects and prepares reports.
  • Acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting, and other support functions related to work area.
  • Assists faculty and staff with administrative problems or concerns.
    Coordinates employment search processes.
    Provides information to students and prospective students of a complex nature, as well as to outside agencies, visitors, etc.
  • Acts as a liaison for the division in situations outlined by the Dean or Appointing Officers.
  • Originates correspondence, contracts and appointment letters, reports, and other materials.
  • Responsible for scheduling appointments which may include the Dean or Appointing Officer's calendar, special events, divisional events, and academic scheduling.
  • Compile data and materials for presentations and proposals.
  • Assist with the marketing of events and programs.
  • Supervises student employees.
  • Other related duties as assigned.

Secondary Duties & Responsibilities:

  • May perform duties characteristic of lower level clerical office classifications on a limited basis.
  • Process forms, i.e. l-9, IDC, requisitions, and travel vouchers.

Minimum Required Qualifications:

  • High school graduate.
  • Minimum of five years of experience in a position which required demonstration of administrative and organizational skills.
  • Related college course work/degree may be considered in lieu of some of the experience requirement.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully perform clerical/secretarial duties such as: type 60 wpm, spelling competency - at least 80% accuracy, and to operate office equipment and computer software, word processing, spreadsheets, databases, and graphics.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
  • Possess strong verbal and written communication skills.
  • Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
  • Demonstrated experience to successfully coordinate large projects.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience in a supervisory capacity.
  • Demonstrated experience to successfully organize and prioritize workload.
  • Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Desired Qualifications:

  • Bachelor's degree.
  • Experience in higher education.

Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence within given general assignments of responsibility.

Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division. May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COTs, but is not the decision maker.

Revised Date: September 1997 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.