Revision Date: October 1987
Classification: Administrative Assistant 1
Unit: C.U.P.E. 1482
Hay Point Range: 271-331
CHARACTER OF THE JOB
This is the introductory level of administrative assistance to a University program, section, department, faculty, school, administrative unit, or area. Incumbents can be responsible for the general administrative details related to the operation of an area; performing specialized duties of an administrative nature; or administering specific functions within an area.
Initially, incumbents receive direction but as knowledge of the area increases, incumbents will work under general direction and are required to exercise initiative and independent judgement in initiating procedures and interpreting policies. The supervision of secretarial, clerical or service staff could be a requirement.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES
- Communicates with staff, students, and the public, interpreting policies, procedures and regulations; providing advice and assistance.
- Provides liaison with University or external departments, areas and agencies, developing personal contacts.
- Is responsible for all correspondence and inquiries related to the functions of an area.
- Supervises the activities of a group of secretarial, clerical and/or service employees, including assisting in: recommending appointments, dismissals, and promotions; planning, assigning and scheduling work, and being responsible for their performance.
- Ensures that junior staff maintain good relations with staff, students and the public and that they provide prompt and courteous service.
- Is responsible for maintaining financial and/or staff records; compiling data required in the preparation of budgets, handling payroll and related accounting duties and may assist in providing budgetary estimates.
- Prepares, processes and expedites an area's forms and accounts while maintaining good relations with other units, staff, students and the public.
- Prepares reports summarizing data and statistics relevant to the activities of an area.
- Acts as recording secretary for committee meetings (although secretarial duties are not a primary aspect); provides follow-up action on committee decisions.
- May provide counselling information and advice to present and prospective students, referring for professional guidance where appropriate.
- Is responsible for the application of basic accounting concepts for the specific accounting requirements of an area.
- Is responsible for a variety of duties which could include: ordering and maintaining supplies and equipment; allocating space; coordinating and assessing time-tabling; coordinating registration and examination routines; maintaining files, records, manuals and libraries, etc.
- Handles special projects and studies as required by the department.
- Performs other related duties as assigned.
The minimum qualifications necessary for acceptable (satisfactory) job performance are:
Level of Formal Education and Experience
- University Bachelor's degree in a related discipline plus the equivalent of 1 year of directly related administrative experience.
- or -
- Completion of a High school or equivalent program of studies in applied office skills plus the equivalent of 5 years of related experience in progressively responsible positions.
- An acceptable equivalent combination of education and experience may be considered.
Skills & Abilities
- Ability to establish and maintain effective working relationships with staff, students and the public.
- A knowledge of University regulations, programs, and procedures as they affect an area.
- For some positions, demonstrated ability to organize, assign, and supervise the work of junior employees.
- For student contact positions, an ability to understand and deal with student problems.
- Appropriate communication skills, verbally and in writing.
- Capable of performing the duties as assigned.