Administrative Assistant I,II,III, & Senior

Position Function:

Provide administrative support in and coordinate the administrative function of a large and complex division, department, or unit. Serves as the central point of contact for the Director, managing a dynamic and highly visible schedule that includes executive meetings, leadership, staff, student engagements, and external stakeholders. Coordinates all aspects of meeting logistics, including agenda development support, preparation and distribution of materials, room reservations, technology and audiovisual arrangements, and tracking of follow-up actions.

Manages logistics for high-level visitors, including college guests, sponsors, industry partners, donors, and university leadership, ensuring a professional, welcoming, and well-coordinated experience. Oversees domestic and international travel arrangements for the Director, including itineraries, transportation and lodging, approvals, and timely processing of travel expenses in compliance with institutional policies.

Supports executive-level communication and information flow by screening and prioritizing correspondence, drafting and preparing briefings and responses as appropriate, and ensuring timely follow-up on behalf of the Director. Maintains strict confidentiality and exercises sound independent judgment in managing sensitive, complex, and time-critical administrative matters, while ensuring all activities align with institutional policies and the strategic priorities of the college.

Salary Grade:  11

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges.  For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Essential Duties and Responsibilities:

1. Provides high-level executive administrative support to the Director of a complex research institute and coordinates the administrative functions of the Director.
2. Serves as the central point of contact for the Director, managing a dynamic and highly visible calendar that includes executive meetings, faculty, staff, student engagements, and external stakeholders.
3. Manages logistics for high-level visitors, including college guests, accreditation teams, industry partners, donors, and university leadership, ensuring a professional, welcoming, and well-coordinated experience.
4. Supports executive-level communication and information flow by screening and prioritizing correspondence, drafting and preparing briefings, and ensuring timely follow-up and responses on behalf of the Director
5. Oversees domestic and international travel arrangements for the Director, including itinerary development, transportation and lodging coordination, approval processing, and timely submission and reconciliation of travel expenses in compliance with institutional policies.
6. Coordinates all aspects of meeting logistics, including agenda development support, preparation and distribution of materials, room reservations, technology and audiovisual arrangements, and tracking and follow-up of action items.
7. Directs, supervises, and coordinates the administrative function of a complex office.
8. Studies, analyzes, and recommends procedures and processes to improve continuity and simplify reporting.
9. Analyzes operating practices such as record keeping systems, office layout and performance standards to create new systems or revise established procedures; remain abreast of trends in administrative operations.
10. Coordinates collection of and participates in the preparation of operating reports using word processing, spreadsheet, and database software.
11. Develops, plans, and implements programs, office policies, and procedures relevant to unit mission and goals.
12. Develops summary reports, analyzes for administrator, and makes recommendations regarding findings.
13. All other duties as assigned.

Supervisory Responsibility
This position has no supervisory responsibilities but may give general instructions to subordinate student employees.

Minimum Qualifications:

Level I High school diploma and one year of experience directly related to the duties and responsibilities specified.

Level II High school diploma and four years’ experience directly related to the duties and responsibilities specified. For promotions, experience must include at least three years at the preceding level.