Administrative Assistant I, II, III, Senior

Position Function:

The Administrative Assistant provides comprehensive administrative support for the Unmanned Aircraft Systems (UAS) Training Program under ASSUREd Safe. This role is responsible for personnel scheduling, event coordination, and a wide range of administrative duties to ensure the smooth operation of all training activities. The specialist serves as a key point of contact for faculty, staff, students, and external partners, supporting the program’s mission to deliver high-quality UAS training.

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.

Department Profile:

ASSUREd Safe is a federated ecosystem to educate, train, test, and certify first responders’ use of uncrewed aircraft systems (UAS) in the United States and ultimately across the globe.

Essential Duties and Responsibilities:

1. Coordinates and manages the administrative functions of the UAS training program, serving as the primary contact for internal and external inquiries.
2. Develops and maintains schedules for instructors, staff, and student workers; communicates changes and resolves scheduling conflicts.
3. Plans, schedules, and coordinates all UAS training events, workshops, and certification sessions, including securing facilities and managing logistics.
4. Prepares and distributes event materials, agendas, and communications; manages a complex events calendar.
5. Maintains organized records and filing systems for documentation, attendance, certifications, and compliance requirements.
6. Prepares correspondence, reports, presentations, and promotional materials using appropriate software applications.
7. Collects, manages, and reports data related to program participation and training outcomes; develops summary reports and provides recommendations as needed.
8. Assists with grant and contract administration, including documentation, compliance tracking, and reporting.
9. Supports budget and procurement processes by gathering data, tracking expenditures, and arranging purchases and travel for program personnel and guests.
10. Assists in the development and maintenance of program web content and communications; ensures compliance with university policies and applicable federal regulations.
11. Performs other duties as assigned in support of program operations.

The above essential duties are representative of major duties in this position. Specific duties and responsibilities may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills and abilities required for the job. Not all of the duties may be assigned to a position.

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

Substitution allowed:
Indicated education is required; no substitutions allowed.

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.
Preferred Qualifications:

1. Bachelor’s degree in accounting or business.
2. Experience in fund accounting.

Knowledge, Skills, and Abilities:

• Excellent written and verbal communication skills.
• Working knowledge of word processing, spreadsheet, and database software packages.

Working Conditions and Physical Effort