Career Profile
Administrative Assistant
Career Area
Administrative
Career Path
Administrative Support Operations
Career Role
Administrative Assistant
STEP 4
Job Profile & Development Opportunities
Provides general administrative support to a department or group of professionals under general supervision. Performs work that is varied and generally administrative and/or project oriented. Work occasionally requires use of initiative and judgment. This position may provide secretarial support. Departments may provide additional guidance with a departmental position description.
- Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
- Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
- Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
- Develops filing systems; maintains files, records and reports for assigned area.
- Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
- Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
- May be responsible for or assists with data entry and basic processing for the financial and/or human resources systems.
- Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
- May be required to maintain office supplies and equipment.
- Screens calls and emails and receives and directs visitors.
- Retrieves information from departmental and/or project records and may produce reports.
- Handles confidential information and sensitive issues.
- Provides back-up for other support staff as needed.
- May provide guidance and direction to lower level staff. May train entry level clerical staff. May lead support staff.
- May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
- May be assigned routine budget or financial responsibilities by supervisor.
- May maintain or reconcile financial records/reports.
- Advises on policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls.
- Other duties as assigned.
CERTIFICATIONS/SKILLS
- Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
- Use of University financial systems may be required.
EDUCATION
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High School diploma or equivalent.
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Associates degree preferred.
EXPERIENCE
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Four (4) years related work experience required.
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Prior experience with scheduling, maintaining calendars, and travel itineraries required.
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Prior experience preparing meeting materials or general reports preferred.
Additional Opportunities for Development
- International Association of Administrative Professionals (IAAP)
- American Society of Administrative Professionals (ASAP)
- The Association of Executive and Administrative Professionals
- Houston Chapter of IAAP
- Participation in department, school, or university committees or councils