JOB DESCRIPTION
TITLE: Senior Administrative Assistant
POSITION INFORMATION: Performs support-oriented job duties that are varied, often highly complex and of an
advanced nature; serves as a resource to other support personnel; performs support-related duties such as maintaining files,
scheduling appointments, managing inventory, typing, preparing reports, conducting correspondence, distributing information,
conducting research and computation, managing office procedures, assists in budget preparation, and coordinating activities.
Supervises a support staff or serves as the assistant for an Administrative Officer or Department Head.
REPRESENTATIVE DUTIES:
1.
File Maintenance. Maintains office files that may be of a confidential nature such as examinations or personnel
information.
2.
Appointment Scheduling. Schedules various appointments for office personnel and ensures administrative details
are completed. Makes travel arrangements.
3.
Reception. Receives incoming calls for office personnel. Records messages or responds to caller with routine
information. Refers caller to appropriate personnel. Serves as a contact person for other employees or the outside
public.
4.
Inventory Management. Monitors and orders supplies for the office and completes requisitions. Signs associate
forms as authorized by the supervisor.
5.
Typing. Types and proofreads letters, manuscripts, lectures grant proposals, medical information, etc. Performs
simple data recording and may transcribe material.
6.
Report Preparation. Prepares various reports such as office supply expenditures, student or resident rotation
schedules, etc.
7.
Correspondence. Reviews and responds to routine correspondence for the office personnel and sometimes in the
name of the supervisor. Drafts replies to such correspondence with minimal instruction.
8.
Information Distribution. Distributes various forms of information to office personnel such as mail, or newsletters.
9.
Research and Computation. Performs minor statistical and business research, and routine computations that require
knowledge of mathematics.
10.
Office Management. Assesses office procedures and makes necessary changes in order to improve office
functioning. Assists in personnel selection of the clerical staff. May assume responsibility for training, assigning and
checking work of subordinates.
11.
Budget Preparation. Assists in the preparation of budgets. Responsible for maintaining budgetary records and
approving expenditures.
12.
Activity Coordination. Plans, coordinates, and expedites special activities or projects that require specialized
training or creative thought.
13.
As Needed. Performs related duties as assigned to successfully fulfill the function of the position.
REQUIREMENTS:
Education: High School Diploma or GED
Experience: 36 months administrative support-related experience
Job Code: 3363