Administrative Assistant III, Division of Research

ESSENTIAL FUNCTIONS:

Plan, develop and maintain special accounting procedures for several complex general fund, designated and restricted accounts. Plan budget projections and plans. Compile budget estimates, oversee budget execution, review, approve and monitor unit revenues and expenditures. Prepare financial statements and activity reports on the financial status of unit projections, programs and other budget allocations.

Develop and execute administrative policies and procedures. Perform organizational studies and recommend changes to established programs, services and unit objectives. Oversee and coordinate business affairs, service and support functions of unit.

Represent the administrative head to outside individuals, professional groups, agencies and administrators with full responsibility for policy interpretation on business and administrative policies and procedures.

Review and initiate non-academic and academic personnel forms and paperwork. Prepare, maintain and process personnel and payroll actions and records. Assure adequate staffing levels and regular payroll payments are attained. Possess signatory authority for unit.

Supervise, interview, select and evaluate performance of a varied number of non-exempt and temporary part-time support staff. Train and instruct on methods and procedures. Monitor workflow, prioritize assignments and establish staffing levels. Provide direction to professional staff in department on methods and procedures.

Prepare specialized reports and detailed major proposals for department. Develop and coordinate programs, projects and services. Prepare a wide array of statistical and administrative reports, summaries and questionnaires regarding department activities; utilize administrative systems, including FMS, HRMS, PPS, GBS, etc.

THIS DESCRIPTION IS INTENDED TO INDICATE THE KINDS OF TASKS AND LEVELS OF WORK DIFFICULTY THAT WILL BE REQUIRED OF POSITIONS THAT WILL BE GIVEN THIS TITLE AND SHALL NOT BE CONSTRUED AS DECLARING WHAT THE SPECIFIC DUTIES AND RESPONSIBILITIES OF ANY PARTICULAR POSITION SHALL BE. IT IS NOT INTENDED TO LIMIT OR IN ANY WAY MODIFY THE RIGHT OF ANY SUPERVISOR TO ASSIGN, DIRECT AND CONTROL THE WORK OF EMPLOYEES UNDER THEIR SUPERVISION. THE USE OF A PARTICULAR EXPRESSION OR ILLUSTRATION DESCRIBING DUTIES SHALL NOT BE HELD TO EXCLUDE OTHER DUTIES NOT MENTIONED THAT ARE OF SIMILAR KIND OR LEVEL OF DIFFICULTY.

Coordinate building operation and maintenance requests. Monitor space utilization, equipment/stock inventories and procurement and facility management activities and services.

Perform related work as signed.

ADDITIONAL COMMENTS:
This senior classification level requires a grasp of both involved practices/precedents and theoretical principles to perform complex financial and administrative management for a large department having considerable fiscal and administrative autonomy. Work activities demand the application of diversified procedures and specialized standards to situations requiring a search for solutions and new applications of these procedures and standards. In addition, this level has a broad scope of responsibility/accountability which can be measured by the job's magnitude ($ size - small). Incumbents provide instruction and guidance to students, staff and the general public on the department's functioning and represent the administrative head with full decision making authority. Supervisory responsibilities include overseeing selection, training and evaluation of non-exempt and temporary parttime personnel. This classification does not provide clerical support to the department. Supervision, coordination and assistance is provided to department staff on administrative policies, procedures and functions. Work is reviewed through results obtained with direct responsibility to academic and/or administrative head, e.g. Dean, Director, Chairman, Program/Project Director, or Manager. This classification is typically located in a department, School, College, Division, Center or Institute.

Graduation from an accredited college or university supplemented by coursework in business administration, accounting or related field or an equivalent combination of education and/or experience.

Considerable knowledge of accounting procedures and practices.

Considerable knowledge of and experience with University policies and procedures.

Considerable supervisory experience required.

Strong oral and/or written and communication skills.

Strong analytic and organizational skills.

Some knowledge of and experience with PC and computer based applications and local area network technologies.

Some knowledge of University administrative systems, including FMS/BAR, HRMS, PPS, GBS etc.

Ability to communicate effectively with others.

Ability to establish and meet deadlines, work under extreme pressure and function independently.

Typically, incumbents have held professional/administrative positions, e.g. Administrative Assistant, Accountant, etc.