AESES - Administrative Assistant 4

Revision Date: August 2005

Classification: Administrative Assistant 4
Hay Point Range: 434 – 489


Administrative positions at this level require the application of proven administrative ability combined with specialized knowledge to a University program, section, department, faculty, school, administrative unit or area.

Incumbents are expected to apply their specialized knowledge without referral and to keep abreast of developments in their area of speciality. In the day-to-day administration of their assigned area they are expected to assume a high degree of initiative in the supervision, training and motivation of junior clerical, services or administrative staff.


  • Plans and makes recommendations to superior regarding future staff, systems and policy considerations.
  • Is responsible for independent coordination of the work programs of an area with the needs and requirements of other University areas.
  • Is responsible for supervising the work of employees within the department, including the allocation of work assignments, on the job training, performance management, recommending hiring, discipline and promotion.
  • Is responsible for ensuring the continuation of work projects and programs in the absence of a senior administrative officer and to act on their behalf.
  • Is responsible for keeping up-to-date on developments in the field of specialization and on University and Government regulations which may affect the operation of an area.
  • Communicates with other University departments and administrative units, external agencies and acts as a departmental representative on related committees.
  • Is responsible for preparation and control of a departmental budget, including considerations for purchase of equipment and supplies.
  • Performs other related duties as required or assigned.


The minimum qualifications necessary for acceptable (satisfactory) job performance are:

Level of Formal Education

  • Undergraduate degree in a related discipline.
  • Knowledge of University regulations, programs and procedures as they relate to the function/program.


  • Four years of directly-related administrative experience.
  • An acceptable equivalent combination of education and experience may be considered.

Skills and Abilities

  • See Administrative Assistant 1 Classification Specification.
  • Ability to make decisions and plan and control projects.
  • Thorough knowledge of the procedures and techniques in the field of specialization

Physical Requirements

Capable of performing the duties as assigned.

This class specification is intended to illustrate the characteristics of this classification level and should not be interpreted as a description of any one individual position within this classification level.