Office Administrator- Continuous Post

Description

Employees in positions allocated to this level of the series work under administrative direction and in support of a major academic or administrative unit.

They are responsible for initiating and coordinating the office support functions required for the effective implementation of administrative policies of the unit.

Duties required extensive knowledge of the organization, programs, policies, and procedures of the unit and the institution and the ability to operate computer systems, using word processing, database, and software packages.

This listing does not represent an actual vacancy; rather open recruitment allows interested persons to submit materials for future vacancies within this classification.

Examples of Duties

Employees in this title typically -

• answers inquiries and resolves problems that require the interpretation, explanation, and justification of administrative and programmatic policies and procedures;
• receives incoming mail and responds to items as appropriate; this may require interpretation, explanation, or defense of unit policies, guidelines, or functions;
• composes correspondence and other documents that require the synthesis or integration of a variety of subject areas or the summation of the individual contributions of staff members or sub-units;
• transcribes written material that is highly technical and confidential in nature;
• maintains an overall awareness of organizational activities of import or impact to the designated member(s) of the unit staff and the unit;
• coordinates and expedites necessary actions regarding organizational activities and travel;
• participates in the analysis, design, and implementation of office information systems; develops and implements procedures and recordkeeping systems to support the administrative functions performed by the unit;
• conducts extensive research assignments involving the evaluation, selection and compilation of information from a wide variety of sources;
• prepares reports which require the synthesis or integration of a variety of subject areas or the summation of the individual contributions of staff members or sub-units;
• assists investigators with proposal preparation;
• authorizes fiscal transactions and keeps management informed of overall financial position : reviews and monitors fiscal transactions and accounts of a major unit with responsibility for overall control.
• prepares reports and budget projections;
• represents the designated member(s) of the unit staff or the unit at meetings and conferences;
• serves as a resource person for staff of external units;
• directs and coordinates all administrative support functions of a unit with full accountability for the results produced;
• analyzes work requirements for administrative support staff and establishes operating guidelines;
• performs duties listed in the lower level of this classification series;
• performs other related duties as assigned.

Qualifications

• High school diploma or equivalent.
• Any one of the following from the categories below : Four (4) years (48 months) of work experience comparable to the third level of this series.

Two (2) years (24 months) of work experience comparable to the fourth level of this series.