Grade E Information Senior Administrative Assistant II

Grade D

Grade E

Provide high level administrative support within a department, division, office or other similar work unit (“department”).  Under limited supervision, perform complex and confidential administrative and financial duties that support the operations of the department, acting on behalf of faculty, managers, and other supervisors.

Serve as the first point of contact and principal source of information for students, visitors, faculty and other customers of the department.  Based on knowledge and experience with the department’s activities, objectives and staff, determine customer needs, answer questions, and/or refer matters to appropriate person, as needed.

Act as a liaison within and across departments to facilitate and implement the administrative and financial aspects of departmental activities and policies.

Oversee and coordinate the preparation and submission of grants, contracts and budgets.  Complete non-scientific portions of grants. Maintain and monitor financial information, using paper files and electronic databases, coordinating with Business Manager as needed.  Assist in the preparation of information for the annual budget process.  Maintain and update payroll records, invoices, check requests, purchase requisitions, employee reimbursements, petty cash, etc.  Track revenue and expenses based on grant guidelines and requirements.

Independently prioritize and plan own workload, seeking assistance from other staff (including regular, student and casual employees) as needed.  Recruit, screen, and schedule student and casual workers as necessary.  Train regular, student or casual workers in their duties.  May act as lead person in the absence of the supervisor.

Establish and maintain files and records according to university policies and department protocols.  Provide guidance to faculty, staff, and student workers regarding record keeping, computer systems, department and university procedures, etc.

Maintain logs, records, and databases.  Compile statistical data and information.  Summarize data in reports.  Maintain and update confidential student records.

Based on general guidance from manager, independently coordinate and facilitate the administrative aspects of conferences, workshops, special events, etc.  Arrange for travel, lodging, meals, invitations, equipment and other logistics, which may include arranging for complex needs, international travel, etc.

Compose, proofread and edit correspondence and other written materials and ensure completeness of outgoing communications..

SPECIFIC TO MEDICAL OFFICES
Make appointments for patients, explaining preparation  and processes.  At the direction of a physician, schedule tests, arrange for medication refills, etc.

Answer telephone calls and greet visitors.  Determine the level of priority and make judgments regarding the degree of gravity and urgency of visitors’ needs, act accordingly.

Maintain, update, and organize patient records.  Collect and record co-payments and fees.

Update daily information regarding clinical charges.  Collect and review forms for accuracy and completeness, enter pertinent billing information into applicable files or databases.

Includes duties described in Grade D, but also involves one or more of the factors below:

Lead responsibilities, such as:
Administrative leadership of a unit or function, including overseeing and coordinating projects or work processes, and distributing and monitoring the work of at least 2 regular FTEs as a lead worker.

Work as the sole administrative staff person within a department or program, without higher level or M&P staff to whom issues can be referred.  For example, acting as the Business Manager within a department that does not maintain a separate position for such financial responsibilities.

Responsibilities require high skills, unusual skills, or a combination of multiple skills not typically required by others in the same job title.  For example:

Perform duties that require a high level of skill and experience with web design and development, graphic design, and/or desktop publishing.

Skilled in creating and designing complex tables, macros, forms, queries, and reports; developing data bases, data entry standards and database procedures.

Act as principal source of information and expert resource on complex and critical regulations and mandated requirements.  Examples: 1) serve as Designated School Official or Alternate Responsible Officer for immigration and employment regulations; 2) serve as primary source of information for staff and visitors regarding Institutional Animal Care and Use; 3) Act as sole administrative support to the Master of a residential college.

Perform paraprofessional duties.