Sr. Administrative Assistant Job Responsibilities

Listed is a generic Sr. Administrative Assistant job description. Each division may have additional position specific responsibilities not listed below.

SUMMARY

Under general supervision, the individual in this position performs diverse administrative and support activities for a department(s) or division(s). This position serves as a central point of contact with other departments and external constituencies in the resolution of a variety of day-to day matters. The Senior Administrative Assistant is distinguished from the Administrative Assistant by the more complex level of assigned work, specialized knowledge, discretion, skills and experience required.

Essential Duties and Responsibilities

This list includes, but is not limited to the following:

• Performs a variety of complex, diverse and confidential duties that involve exercising some independent judgment and discretion, multi-tasking with efficiency, and maintaining accuracy
• Understands and applies office policies, procedures and practices associated with the specialized nature of the department or division
• Responds effectively to inquiries from students, staff and/or the public regarding departmental procedures or services
• Utilizes knowledge and understanding of underlying operational issues and established department/division policies and/or dictation to compose and edit technical and/or administrative correspondence, documentation, and complex reports using a personal computer
• Oversees and/or performs specialized recordkeeping requiring compilation and classification of varied information, data collection and database management, and/or specified information-gathering projects and tasks associated with department or division internal and external reporting or compliance requirements
• Reconciles accounts and information as required, ensures accuracy, and resolves problems
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities, which may include coordinating travel and lodging arrangements
• Manages administrative activities and maintains workflow of the department or division in the manager’s absence
• Provides and/or oversees support activities for the department or division such as answering telephones, resolving and/or referring a range of administrative problems and inquiries to appropriate individuals, and following up on operational commitments
• Composes, prepares, or ensures timely responses to a variety of routine written inquiries
• Prepares, transcribes, composes, types, edits, and distributes agendas and/or minutes of meetings as required
• Monitors, tracks, reconciles and reports on budgetary and other business affairs for a department as required
• Requisitions supplies, printing, maintenance, and other services, prepares appropriate purchasing documents, and processes invoices as required
• Adapts or modifies existing office processes to accommodate new procedures or methods
• Trains others on office processes and procedures, equipment and software
• May lead and direct the work activities of part-time or work-study office employees by planning, assigning, and directing work, and addressing and resolving problems
• Sorts, screens, reviews, and distributes incoming and outgoing mail
• Maintains a positive, helpful, constructive attitude and work relationship with supervisor, college staff, students, and the community
• Provides quality customer service in a high volume, fast-paced enrollment services environment, for a portion of their contract.
• Assists students, staff, and the community with finding information on NIC’s website and with general campus navigation

Department Specific Duties

• Serves as a resource for information to faculty, students, and community regarding academic division policies, procedures, programs and enrollment support services
• Works with the Division Chair(s) in coordinating, monitoring, and entering data for the semester course schedule
• Assists the Division Chair(s) in coordinating departmental program reviews
• Prepares Letters of Appointment and Overload Appointments for division(s) faculty

Marginal Duties

• Performs other duties as assigned.

Utilizing Your Sr. Administrative Assistant

Each division is staffed with a highly qualified administrative professional to assist you in fulfilling your responsibilities. The following are some ways that you can and should utilize your administrative professional:

• Processing purchases that fall within admin purchase limits (see budgetary part for limits) and preparing PO’s for your approval
• Prepare and check documents in preparation for next steps
  • ensure all required documentation is attached
  • determine where the document should be sent
  • intercampus mail documents to appropriate person to obtain signatures
• Edit communication
• Prepare excel documents for scheduling, budget tracking, etc.
• Draft forms such as PAF, Travel Authorizations, Travel Recaps, etc.