Senior Administrative Assistant Grade D

Clerical and Technical generic job description

Family: Secretarial
Job Code: 653

Representative duties:

Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems
Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities
Oversees, instructs, and coordinates activities of support staff
Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements
Provides editorial support for a journal/publication
Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work
Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences
Assembles and arranges for necessary items
Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports
Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance
Screens and responds to mail
Formats, keyboard, proofreads, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures
Composes substantive correspondence and written material
Coordinates travel arrangements
Schedules and coordinates meetings and appointments
Orders and maintains inventory of supplies
Takes minutes or dictation
Performs additional functions incidental to office activities

The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

Required knowledge:

Specialized college-level coursework; detailed but narrow knowledge in one or several work-related areas; substantial knowledge of broader field of learning
Working knowledge of business, accounting or commercial procedures with detailed knowledge in these particular areas
Extensive knowledge of the University organization; detailed knowledge of a broad spectrum of University rules and procedures

Required skills:

Extracts and compiles a range of data from written sources, from individuals by asking questions, or from one or several given databases, limited interpretation of data
Routine use of major library catalog or reference database
Creates complex filing systems
Screens complex, technical, or specialized literature for referral
Composes, proofreads, or edits formal general correspondence, memoranda, short reports, or grant applications for internal or external circulation
Regular, skilled use of more complex machines, including work processors or personal computers

Office and administrative skills:

Keyboards materials that regularly include medical or legal terminology or foreign languages
Merges, edits, and manipulates data on a personal computer to generate complex reports
Arranges for and coordinates schedules, appointments, projects, conferences, and major events
Advises, screens, and refers callers and visitors

Experience, education, and formal training:

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little of no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education

Complexity and organization:

Wide variety of complicated job tasks requiring coordinating numerous processes/methods
Often coordinates or organizes the work of others

Interpersonal relations:

Ongoing involvement outside the immediate unit
Offers or obtains specialized information and provides assistance on complex matters
Officially represents someone, whether a supervisor, faculty member, or the University

Supervisory guidelines:

Work may or may not be reviewed
Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities, supervisor reviews work after completion
Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties

Independent judgment:

Established procedures/policies govern some work situations
Regular exercise of independent judgment or initiative
Problems solved by choosing solutions from among several alternatives that are not necessarily governed by established procedures

Leadership responsibility:

Occasionally provides work guidance or orientation for non-routine procedures/policies
Often distributes and monitors work

Impact and consequence of error:

Work affects both outside the work unit and outside the University
Errors are somewhat difficult to recognize and correct and can cause considerable harm or financial loss to individuals, departments and the University or to other individuals and groups

Working conditions:

Slight possibility of safety risks
Regular multiple or conflicting demands, deadlines, emergencies, or time pressures
Regular sustained concentration
Some physical effort or dexterity

Example 1

General purpose:

For the International Research (IR) Core at the Center for Interdisciplinary Research on Aids (CIRA) in the Department of Epidemiology and Public Health, provide high-level administrative support to two Training Coordinators managing approximately eight international research and training programs funded by the National Institutes of Health (NIH) Fogarty International Center. Ensure the smooth operation of all administrative activities related to these projects.

Essential duties of the position:

Provide high-level administrative assistance for all administrative procedures, tasks, and activities associated with the international training programs. Oversee international training related work of the Core’s administrative assistant
Serve as a source of support and information for international trainees and visitors for routine questions and inquiries. When appropriate, refer or direct calls and correspondence to appropriate parties
With knowledge of university and federal guidelines, assist in carrying our international trainee pre-arrival, arrival, and exit procedures and track progress on these activities
Assist in scheduling and verifying all international trainee and visitor travel needs, and independently resolve scheduling problems. Arrange for local accommodations (housing, hotels, etc.) for international trainees and visitors
Assist in scheduling all grant meetings, seminars, mentor-trainee meetings, video and teleconferences and visitor meetings related to training grants. Determine administrative, facility, and necessary A/V equipment for all such activities. Keep Core calendar up to date with training related activities
Prepare invoices, complex reimbursements for investigator, visitor, and international trainee related travel, and review all paperwork relating to training program expenditures before approval by Training Coordinator. Track all such processes to ensure proper payments are received in a timely manner
Keep all international trainee related files and database information up to data, and provide reports or information to Training Coordinators upon request
With thorough knowledge of federal grant forms and procedures, provide assistance to investigators and Training Coordinators in the preparation, assembly, reproduction, and transmittal of grant proposals and progress reports. Examples include: format grants applications in PDF, proofread sections of grant, collecting information for Bio sketches, Other Support pages, and Appendices
Compose and edit substantive correspondence and other international training related materials
Upon request, take minutes at training related meetings
Perform other duties and tasks as deemed necessary by the Training Coordinators in support of the training programs and serve as backup, when needed, for other administrative staff
Oversee and instruct support staff in a variety of administrative tasks; evaluate productivity and performance; provide or recommend training in support or program objective and goals

Education and training:

Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education
Preferred: Knowledge of the University and its administrative, academic, and financial policy guidelines; experience in making domestic and international travel arrangements; previous experience with international students and faculty

Skills and abilities:

Self-directed, able to take initiative, problem solve, and exercise independent judgment
Disciplined follow-up skills
Strong interpersonal skills, including the ability to interact well with students, international trainees and visitors, faculty, and staff
Strong attention to detail
Ability to juggle multiple tasks and meet demanding deadlines. Flexibility in handling assignments
Demonstrated editing and proofreading skills
Ability to deliver and pick up paperwork at various internal and external offices
Ability to do Internet searches
Advanced Microsoft Office computer skills
Average keyboarding skills (40-59 wpm)

Example 2

General purpose:

Reporting to the Section Chief of Gastrointestinal Surgery, and with latitude for administrative judgment and discretion, provide a high level of administrative, clinical and operational support for the faculty and staff. Represent the section in all areas of reporting to department administration (HR, operations, clinical services, shared services, residency, etc.).

Essential duties of the position:

Oversee the scheduling and coordination of sectional or faculty meetings, conferences and symposia, including travel arrangements, material preparation, facilities and catering needs, etc. Review day-to-day priorities and assignments and ensure consistent and compliant support for all section activities and services. Assume central identity for all sectional operational functions
Work closely with Clinical Administrative Assistant at Temple Medical Center to ensure both clinical and administrative functions of the Section Chief are fulfilled. Resolve complex scheduling issues to accommodate multiple priorities across the spectrum of clinical, research, administrative and teaching activities. Ensure sufficient staffing needs are met throughout the section for all faculty needs; identify and request temporary support as needs require, or adjust workloads for existing staff to accommodate peak work priorities
Generate and distribute correspondence to support Section’s administrative activities and responsibilities, including YNHH-based residency program and GI Surgery through the department via the Residency Office of Surgery, YNHH. Develop and maintain active database of educational statistics and provide regular and ad hoc reports to central administrative offices. Verify accuracy and receipt of evaluations, schedules, on-call schedules, etc.
Coordinate sectional student, resident and faculty recruitment, appointments and promotions, including grant transfers, office space, allocation and relocation, secretarial support, work authorization for foreign nationals, medical licensure and credentialing requirements
Develop operational budgets and monitor expenditures and reconcile financial statements. Investigate discrepancies and process corrective action. Order and maintain inventories of supplies
Develop and maintain various databases, brochures, educational materials, etc., in support of the section’s programs, educational initiatives, clinical and research services and residency programs. Work with business office to provide technical information to conform to the department’s centralized information systems or web site. Assist in the maintenance and presentation of sectional websites, researching the accuracy and validity of information to be entered
Oversee, instruct, and coordinate activities of GI Section support staff. Determine priorities and review workloads to determine adequate staffing needs. Evaluate productivity and recommend training for staff to meet goals and objectives of position and section. Train new and temporary employees in designated functions
Perform additional administrative functions incidental to growth and development of the section of GI Surgery

Education and training:

Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education
Preferred: Four years of secretarial experience in an academic and medical office environment

Skills and abilities:

Well-developed computer skills including all the MS Office modules, and other database and patient scheduling software such as IDX
Must be a resourceful team player. Ability to adapt to a changing work environment and growing program is essential
Patient sensitivity, confidentiality and mature judgment
Multi-task oriented with excellent organizational skills
Ability to prioritize work assignments among conflicting demands
Keyboarding skills (40-59 words per minute)

Example 3

General purpose:

Essential duties of the position:

Oversee the scheduling and coordination of sectional or faculty meetings, conferences and symposia, including travel arrangements, material preparation, facilities and catering needs, etc. Review day-to-day priorities and assignments and ensure consistent and compliant support for all section activities and services. Assume central identity for all sectional operational functions
Work closely with Clinical Administrative Assistant at Temple Medical Center to ensure both clinical and administrative functions of the Section Chief are fulfilled. Resolve complex scheduling issues to accommodate multiple priorities across the spectrum of clinical, research, administrative and teaching activities. Ensure sufficient staffing needs are met throughout the section for all faculty needs; identify and request temporary support as needs require, or adjust workloads for existing staff to accommodate peak work priorities
Generate and distribute correspondence to support Section’s administrative activities and responsibilities, including YNHH-based residency program and GI Surgery through the department via the Residency Office of Surgery, YNHH. Develop and maintain active database of educational statistics and provide regular and ad hoc reports to central administrative offices. Verify accuracy and receipt of evaluations, schedules, on-call schedules, etc.
Coordinate sectional student, resident and faculty recruitment, appointments and promotions, including grant transfers, office space, allocation and relocation, secretarial support, work authorization for foreign nationals, medical licensure and credentialing requirements
Develop operational budgets and monitor expenditures and reconcile financial statements. Investigate discrepancies and process corrective action. Order and maintain inventories of supplies
Develop and maintain various databases, brochures, educational materials, etc., in support of the section’s programs, educational initiatives, clinical and research services and residency programs. Work with business office to provide technical information to conform to the department’s centralized information systems or web site. Assist in the maintenance and presentation of sectional websites, researching the accuracy and validity of information to be entered
Oversee, instruct, and coordinate activities of GI Section support staff. Determine priorities and review workloads to determine adequate staffing needs. Evaluate productivity and recommend training for staff to meet goals and objectives of position and section. Train new and temporary employees in designated functions
Perform additional administrative functions incidental to growth and development of the section of GI Surgery

Education and training:

Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education
Preferred: Four years of secretarial experience in an academic and medical office environment

Skills and abilities:

Well-developed computer skills including all the MS Office modules, and other database and patient scheduling software such as IDX
Must be a resourceful team player. Ability to adapt to a changing work environment and growing program is essential
Patient sensitivity, confidentiality and mature judgment
Multi-task oriented with excellent organizational skills
Ability to prioritize work assignments among conflicting demands
Keyboarding skills (40-59 words per minute)