UNIVERSITY OF WASHINGTON

Specification for Class

ADMINISTRATIVE ASSISTANT A

UW CODE AND REPRESENTATIVE GROUP

7045 (SEIU Local 925 Clerical Nonsupervisory)

CLASS SERIES CONCEPT

Provide support to the chief administrator or head of a major organizational unit such as a school, college or major academic or administrative department in a combination of functional areas such as budget development and/or management, grant and contract proposal preparation, space planning and analysis, expenditure control, student services, executive secretarial support, office management, public relations, personnel administration, curriculum planning/analysis, records management and/or report preparation.

This series differs from the office support series in that Administrative Assistants report to the head of a major organizational unit and perform and/or coordinate administrative support functions for the entire unit, develop and establish procedures and apply policies for the unit.

Administrative Assistants differ from Administrative Services Managers because the former do not have management responsibility for a department or unit, but rather provide or oversee staff support for an administrator who has ultimate management responsibility.

BASIC FUNCTION

Provide staff support to the chief administrator or head of a major organizational unit such as a school, college or major academic or administrative department. Represent the administrator and/or unit's goals and interests and provide and/or coordinate functions such as budget and space management/analysis, grant and contract proposal preparation, records management, student services and/or personnel administration.

DISTINGUISHING CHARACTERISTICS

The following components are evaluated when determining the overall scope and level of responsibility of the work performed. Each component does not have to be met but rather they are assessed in totality when deciding if a position is best described by this class.

Under general direction,

1. Scope and Impact of Position's Decision Making Authority

Delegated decision making authority is exercised in areas such as expenditure control, planning and management of administrative office space and equipment purchases, support staff assignments and report preparation.

2. Scope of the Position's Operational Responsibility

Develop budget estimates, establish and ensure adherence to procedures for budget maintenance, authorize expenditures, plan/coordinate allocation of office space, analyze equipment needs and plan purchases.

3. Scope and Impact of Position's Public/Organizational Contact

Represent the administrator/head within the campus community and provide interpretation or explanation of supervisor's policies or viewpoints. Have frequent contacts with management representatives from on and off campus through which incumbents coordinate activities and functions of the unit.

4. Scope of Position's Supervisory Responsibility

With delegated authority, interview and recommend the selection of applicants, conduct training, assign and schedule work, act upon leave requests, conduct annual performance evaluations and recommend disciplinary actions.

5. Complexity of the Organizational Unit to which the Position Provides Administrative Support

Unit includes significant responsibility for at least two of the following functions: instruction, research, business services, administration (including student services), trades, patient care, community service and extended institution services.

TYPICAL WORK

Establish procedures for and interpret and apply administrative policies to the work of the unit;

Evaluate costs for the unit such as personnel, equipment and supplies; develop cost estimates for equipment needs, space renovations and/or salary distribution plans and projects;

Prepare reports, budgets, contract or grant proposals;

Coordinate faculty recruitment, selection, appointment, promotion and tenure processes;

Attend meetings as the administrator's representative; provide information and report conclusions to supervisor's unit;

Develop budget estimates, monitor and control budget status and expenditures, records maintenance and equipment inventory;

Conduct and/or respond to surveys and studies; compose narrative portions of documents such as brochures and policy statements;

Assist in devising unit standards/procedures to ensure adherence to institutional or funding agency policies regarding tasks such as budgeting, purchasing and contract administration;

Reorganize and/or assign office space; modify work flow processes to achieve efficient use of space, equipment and personnel;

Serve as liaison between supervisor and other staff members, transmitting assignments and requesting status information;

Provide direct secretarial support to supervisor; coordinate office operations; prepare background information in preparation for supervisor's professional commitments; keep supervisor's calendar and establish priorities; make travel arrangements; coordinate arrangements for meetings at destination; screen, prioritize and distribute mail;

Format transcription; record minutes; compose and/or keyboard/type letters, acknowledgments, notifications, confidential and sensitive materials, etc.; sign correspondence after clearing technical or policy content with supervisor;

Coordinate and/or complete the preparation of documents such as those related to travel, purchasing, payroll, budget and event coordination;

Perform related duties as required.

MINIMUM QUALIFICATIONS - UW Contract Classified

High School graduation or equivalent AND four years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work

OR

equivalent education/experience.

New Class: 1-03-73
Revise MQ: 10-16-75
Revise MQ: 7-02-90
Revise Class: 7-1-91

CSR Class Conversion (mc): 06-01-05