GUIDELINES FOR ADMINISTRATIVE SUPPORT POSITIONS
Office of Human Resources
Washington, DC 20064
202-319-5050 FAX 202-319-5802
Receptionist (BD 2) Benchmark Job
Responsibilities
 Receives, greets and directs visitors.
 Alerts appropriate person of visitor’s arrival and directs or arranges escorts for visitors.
 Receives and directs telephone calls within office.
 Accepts package and mail deliveries.
 Incidental typing.
 May update employee lists and code data sheets.
 May assist with photocopying.
Scope
 Works under general supervision.
 Tasks are routine.
 Does not supervise other employees.
Education and Experience
 High School or G.E.D. equivalent preferred.
 No previous experience required.
 Entry level position.
GUIDELINES FOR ADMINISTRATIVE SUPPORT POSITIONS
Administrative Assistant I (BD 3) Non-benchmark
Responsibilities
 Performs various clerical duties such as typing correspondence, reports and memos.
 Answers and screens telephone calls.
 Receives and directs visitors.
 Accepts package and mail deliveries.
 Opens and distributes mail.
 Maintains computer-based and paper files.
 Schedules and maintains calendar of appointments, meetings and travel itineraries.
 Resolves routine questions and problems.
 Photocopying responsibilities.
Scope
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Works under general supervision.
Duties are semi-complex.
Does not supervise other regular employees.
May direct work of student employees.
Education and Experience
 High School or G.E.D. equivalent.
 Entry level position.
 Generally none (0) to two (2) years of relevant work experience.
 Requires basic knowledge of computer software applications, including MS Office, and
basic communications skills.
 Must have the willingness and ability to learn PeopleSoft applications within three (3)
months of hire.
GUIDELINES FOR ADMINISTRATIVE SUPPORT POSITIONS
Administrative Assistant II (BD 4) Benchmark Job
Responsibilities
 Performs a wide variety of administrative support and clerical functions.
 Answers and screens telephone calls and assists callers as appropriate.
 Opens and screens mail. Drafts responses to routine correspondence.
 Designs spreadsheets and maintains databases.
 May assist in the preparation and control of records, statistics, and reports.
 Administers programs, projects and /or processes specific to the operating unity served.
 May serve as administrative support liaison with other departments regarding issues
related to purchasing, Human Resources, facilities and operations.
 Collects, compiles and analyzes moderately complex data and information.
Scope
 Works under very general supervision.
 Duties are sometimes complex.
 May serve as a work project leader to regular administrative support staff and may direct
the work of student employees.
Education and Experience
 A bachelor’s degree is required.
 A minimum of two (2) to four (4) years directly related experience.
 Requires practical knowledge of computer applications, including MS Office, Excel, and
PowerPoint.
 Requires good written and verbal communications skills.
 Must know or have the willingness and ability to learn PeopleSoft applications within
three (3) months of hire.
GUIDELINES FOR ADMINISTRATIVE SUPPORT POSITIONS
Administrative Assistant III (BD 5) Non-benchmark
Responsibilities
 Performs a variety of complex and confidential administrative support duties including
those listed in the description for Administrative Assistant II.
 Collects, compiles and analyzes moderately complex data and information.
 Compiles complex and routine reports.
 Prepares background material needed by manager to prepare presentations, reports or
responses to inquiries.
 Coordinates projects by developing project plans and schedules.
 Researches and compiles data required to prepare organizational budgets and reports.
 Monitors expenditures and encumbrances against organizational budget and researches
and resolves discrepancies.
 May serve as administrative support liaison with other departments regarding issues
related to purchasing, Human Resources, facilities and operations.
Scope
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Works with little guidance.
Duties are complex and often sensitive requiring a high level of confidentiality.
Can function as team leader when other lower level Administrative Assistants work in
department.
Education and Experience
 A Bachelor’s degree is required.
 A minimum of three (3) to five (5) years of directly related work experience.
 Requires extensive working knowledge of department’s practices and procedures.
 Requires a thorough working knowledge of computer applications including MS Office,
Excel and PowerPoint.
 Must have working knowledge of PeopleSoft applications or have the willingness and
ability to learn within three (3) months of hire.
 Must have the ability to interact tactfully and skillfully with all levels of CUA employees
as well as all levels of business contacts outside the university.
 Must have excellent written and verbal communications skills.
 Must have the ability to handle difficult and/or sensitive situations with tact and
diplomacy.
 Must be able to exercise the knowledge and judgment to maintain confidentiality.
GUIDELINES FOR ADMINISTRATIVE SUPPORT POSITIONS
Assistant to the Chair (BD 5) Benchmark Job
Responsibilities
 Performs a variety of complex and confidential administrative support duties including
those listed in the description for Administrative Assistant II.
 Collects, compiles and analyzes moderately complex data and information.
 Compiles complex and routine reports.
 Prepares background material needed by manager to prepare presentations, reports or
responses to inquiries.
 May be required to assist with course scheduling and preparation of class materials.
 Researches and compiles data required to prepare organizational budgets and reports.
 Monitors expenditures and encumbrances against organizational budget and researches
and resolves discrepancies.
 May serve as administrative support liaison with other departments regarding issues
related to purchasing, Human Resources, facilities and operations.
Scope




Works with little guidance.
Duties are complex and often sensitive requiring a high level of confidentiality.
Work project leader.
May direct work of student employees.
Education and Experience
 A Bachelor’s degree is required.
 A minimum of three (3) to five (5) years directly related work experience.
 Requires extensive working knowledge of department’s practices and procedures.
 Must have excellent written and verbal communications skills.
 Requires a thorough working knowledge of computer applications including MS Office,
Excel and PowerPoint.
 Must have working knowledge of PeopleSoft applications or have the willingness and
ability to learn within three (3) months of hire.
 Must have the ability to interact tactfully and skillfully with all levels of CUA employees
as well as all levels of business contacts outside the university.
 Must have the ability to handle difficult and/or sensitive situations with tact and
diplomacy.
 Must be able to exercise the knowledge and judgment to maintain confidentiality.
GUIDELINES FOR ADMINISTRATIVE SUPPORT POSITIONS
Assistant to the Dean (BD 5) Benchmark Job
Responsibilities
 Performs a variety of complex and confidential administrative support duties including
those listed in the description for Administrative Assistant II.
 Collects, compiles and analyzes moderately complex data and information.
 Compiles complex and routine reports.
 Prepares background material needed by manager to prepare presentations, reports or
responses to inquiries.
 May be required to assist with course scheduling and preparation of class materials.
 Researches and compiles data required to prepare organizational budgets and reports.
 Monitors expenditures and encumbrances against organizational budget and researches
and resolves discrepancies.
 May serve as administrative support liaison with other departments regarding issues
related to purchasing, HR, facilities and operations.
Scope




Works with little guidance.
Duties are complex and often sensitive requiring a high level of confidentiality.
Work project leader.
May direct work of student employees.
Education and Experience
 A Bachelor’s degree is required.
 A minimum of three (3) to five (5) years directly related experience.
 Requires extensive working knowledge of department’s practices and procedures.
 Must have excellent written and verbal communications skills.
 Requires a thorough working knowledge of computer applications including MS Office,
Excel and PowerPoint.
 Must have working knowledge of PeopleSoft applications or have the willingness and
ability to learn within three (3) months of hire.
 Must have the ability to interact tactfully and skillfully with all levels of CUA employees
as well as all levels of business contacts outside the university.
 Must have the ability to handle difficult and/or sensitive situations with tact and
diplomacy.
 Must be able to exercise the knowledge and judgment to maintain confidentiality.
GUIDELINES FOR ADMINISTRATIVE SUPPORT POSITIONS
Executive Assistant (BD 6) Non-benchmark
Responsibilities
 Reports to a CUA executive. Vice President, the Provost or the President.
 Performs a variety of complex and confidential administrative support duties.
 Collects, compiles and analyzes complex data and information and compiles complex and
routine reports.
 Prepares background material needed by vice president to prepare presentations, reports
or responses to inquiries.
 Coordinates projects by developing project plans and schedules.
 Researches and compiles data required to prepare organizational budgets and reports.
 Monitors expenditures and encumbrances against organizational budget and researches
and resolves discrepancies.
 Serve as administrative support liaison with other departments regarding issues related to
purchasing, Human Resources, facilities and operations.
 May coordinates major projects with the administrative support staffs of directors or
deans reporting to the Vice President/Provost.
Scope




Works with little guidance.
Duties are complex and often sensitive requiring a high level of confidentiality.
Team Leader.
May direct work of student employees.
Education and Experience
 A Bachelor’s degree is required.
 Five (5+) or more years directly related experience.
 Requires broad and comprehensive knowledge of department’s practices and procedures.
 Must have excellent written and verbal communications skills.
 Requires a thorough working knowledge of computer applications including MS Office,
Excel and PowerPoint.
 Must have working knowledge of PeopleSoft applications or have the willingness and
ability to learn within three (3) months of hire.
 Must have the ability to interact tactfully and skillfully with all levels of CUA employees
as well as all levels of business contacts outside the university.
 Must have the ability to handle difficult and/or sensitive situations with tact and
diplomacy.
 Must be able to exercise the knowledge and judgment to maintain confidentiality.
GUIDELINES FOR ADMINISTRATIVE SUPPORT POSITIONS
Office Manager (BD 5) Benchmark Job
Responsibilities
 Supervises activities and all operations of office services such as photocopy equipment,
mail distribution, fleet, telephone/PBX, meeting facilities, central files, messenger,
supplies and cafeteria.
 Schedules and coordinates projects.
 Works on special assignments from management.
 May be responsible for office facilities (lease, maintenance, layout).
 Purchases office supplies and equipment.
 Coordinates and/or administers the organization’s central admin processes, services and
activities.
 Coordinates administrative aspects of the office and ensures that the office is working
efficiently.
 May prepare reports for management.
Scope
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Supervisor: Participates in selection of clerical and administrative support employees for
office.
Work is normally complex.
Works with little guidance.
Team leader.
Education and Experience
 A Bachelor’s degree is required.
 Four or more (4+) years of related experience including at least 1 year of supervisory
experience.
 Effective communication skills.
 Familiarity with a range of office equipment.
 Requires a thorough working knowledge of computer applications including MS Office,
Excel and PowerPoint.
 Must have working knowledge of PeopleSoft applications or have the willingness and
ability to learn within three (3) months of hire.
 Must have the ability to interact tactfully and skillfully with all levels of CUA employees
as well as all levels of business contacts outside the university.
 Must have the ability to handle difficult and/or sensitive situations with tact and
diplomacy.
 Must be able to exercise the knowledge and judgment to maintain confidentiality.