Temple University
Role Inventory Form
Position Specifications
Lead Administrative Coordinator
Job Class:
Role Inventory Title:
Executive Administrative Assistant
Family:
AS
Level:
AS6
Department Title:
Salary Grade:
School/College/Department:
BU:
Sub Department:
FLSA:
Reports To:
Prepared By:
Reviewed By:
Date: July 1, 2016
Family Definition
Administrative Services Definition: The members of the Administrative Services have the knowledge and skills to provide clerical, secretarial or
administrative support to various departments within the University.
Knowledge of: Basic Office Computer skills are required with the higher levels in this family using more advanced computer skills. Ability to use
advanced presentation (creating and developing presentations)skills. May have specialized office training (paralegal, medical, etc.)
Skills and abilities related to: Answering phones and directing calls. Keyboards and enters data. Acting as a first line of contact to outside parties.
Providing guidance on a variety of processes. Acting as an information resource. Take meeting minutes and transcribes data. Managing routine
correspondence (filing, retrieve, distributing, dissemination, distribution of all correspondence). Providing administrative and support services.
Interpersonal skills in working with university community. Composing correspondence. Scheduling. Supervising student workers. Handling
confidential data (i.e., payroll). Giving information to students (registration, tuition remission, etc.). Working with university information systems
(ISIS, FMS, etc.). Performing organizational tasks such as inventory, teaching evaluations, etc. Problem solving with other departments and
resolve issues. Working with external parties. Providing direct assistance to lower level employees. Assisting in preparing reports, proposals,
presentations, and budgets. Tracking and monitoring data. Maintaining records that assist with budget projections. May be responsible for
coordination of projects/programs.
In order to:
Complete organizational tasks
Ensure positive rapport and information exchange
Provide customer service to students, other departments, faculty, alumni, etc.
Prepare reports, memos, and other documents
Draft correspondence
Complete projects
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Temple University
Role Inventory Form
Profile Elements of Position
Functional Contribution and Research
Performance of Duties/
Project Responsibilities
Supervises other employees in workgroup.
Leads and coordinates within team, establishing priorities for administrative tasks in functional areas.
Provides expertise in other functions.
Work typically affects areas across department.
Has specific spending authority as per Temple protocol.
Provides direction and coordination of administrative tasks.
Makes recommendations for process/procedures improvements.
Ensures tasks are performed for level of workgroup.
More advanced presentation development? skills are required (i.e. graphs, spreadsheets, database).
Implements and oversees complex projects.
Makes recommendations on work processes to Sr. Management.
Typically works with sensitive information and issues.
Requires high level of interpersonal skills.Typical duties include:
May perform various reconciliations for department level.
Reviews and analyzes reports and records for budget unit or across budget units.
Implements and oversees complex projects.
Responsible for ensuring tasks are performed for level of workgroup.
Procedures, processes,
and standards
Provides recommendations for the development of policies and procedures.
Independently develops policies and procedures for functional area and/or department.
May be responsible to implement administrative policies and procedures.
Strategy
Promotes established strategic objectives for area of responsibility and provides input into strategies based on
functional expertise.
Relationships, Service & Community
Internal
Works with a wide array of university-wide constituents.
Acts as a liaison with other departments, or budget units.
May have contact with Board of Trustees.Serves on internal committees.
Handles university wide confidential information.
Develops relationships to promote projects.
External
Works, on a daily basis, with a full array of university-wide constituents (donors, alumni, parents), external
committees for purposes of information retrieval and more complex information dissemination and analytic response.
May give direction and decision-making that has external impact.
Has strong knowledge of external customer’s interests/functions in order to enhance relationships.
Functional Team
Members
Gives direction to department staff.
Interprets and communicates items such as admin policy on behalf of management.
Problem Solving & Innovation
Scope of Issues
Handles complex issues that can have organizational and external impact.
Problem Resolution/
Resources Available
Independently addresses and/or resolves problems within policies and procedures; and within subunit or department.
Approves solutions and oversees implementation.
Weighs option of using external resources.
Creativity and Innovation
Responsible for recognizing and implementing creative and innovative solutions that address complex problems.
Decision Making Impact
Context of Decisions
Interprets and applies complex rules/instructions and standards, policies, and procedures when making decisions.
Financial
Responsible to operate within budget of area.
Responsible to track and monitor expenditures, and reconciliation to budget.
Provides input into development of budget area.
Develops procedures to track and monitor expenditures and reconciliation.
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Temple University
Role Inventory Form
Profile Elements of Position
Approves expenditures and budget amendments and exceptions.
People
Responsible for providing significant input into selection, termination and performance management of workgroup or
subunit.
Leadership and Training
Professional Development Plans and conducts teaching and training for workgroup.
and Training
Performs employee development and mentoring.
Ensures subordinates are competent.
Technical Leadership
Demonstrates technical leadership in the provision of administration of functional unit.
Ensures consistency in methodology and functional direction within area of expertise.
Team Morale/
Role Model
Communicates and promotes values, mission and organizational objectives to peers.
Serves as a role model in building and leading teams to achieve department’s mission and goals.
Identifies morale issues and recommends action and implements solution.
Develops team building programs and mentoring programs.
Key Departmental Functions
(capsule statement and basic task list from dept and prior version descriptions)
Profiling Related Dimensions
A. Supervision:
May supervise other employees. May provide direction to student workers.
B. Operating Budget range,
if Applicable:
C. Typical Education &
Experience:
Bachelor’s degree and 5 or more years of directly related experience. An equivalent combination of
education and experience may be considered.
D. Typical Equipment Used:
E. Environmental
Conditions:
No adverse conditions
Ability to speak clearly.
Ability to distinguish colors.
Ability to see clearly with corrective lens.
Ability to use hands to fingers, handle, or feel.
F. Expected Physical
Requirements:
Ability to reach with hands and arms.
Ability to work a computer for an extended period of time.
Ability to manipulate and assemble files.
Ability to operate standard office equipment.
Ability to work nights/weekends/early mornings.
Ability to work overtime.
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Temple University
Role Inventory Form
Profiling Related Dimensions
G. Other Pertinent
Dimensions:
Note: This description incorporates the most typical duties performed. It is recognized that other related duties not specifically
mentioned may also be performed. The inclusion of these duties would not alter the overall evaluation of this position.
University Compensation (JobClass Title Family Level)
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