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Administrative Assistant

Date: October, 2012
Reports to (Job Title): Director, Institutional Analysis & Planning
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The Administrative Assistant is accountable to the Director, Institutional Analysis & Planning (IAP) to coordinate and monitor office level activities: department budget, including reconciliation of p-card expenses, travel claims and department purchases; monitor all IAP teams’ absence management(flex, sick, vacation, etc.); coordinate the Director’s calendar of meetings; support records management, including classification, retention and culling of paper and electronic files

Key Accountabilities:

Office Administration


Support to the Director

Position Requirements


Completion of a college degree in office administration or related field.


2 years of progressive administrative support experience, preferable in a university setting, with a proven track record of achievement and success.  Competencies will include project management, excellent verbal and written communication skills, ability to problem solve and prioritize; excellent time management skills.


MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Desirable: Visio, Project Management, various presentation software; web content management

Nature and Scope

Interpersonal Skills:

Internally, communicates with all IAP employees in a tactful and professional manner. Works with the Director to develop and prioritize tasks to meet office demands. Provides professional customer service to IAP clients and partners, internally and externally.

Level of Responsibility:

The position is responsible and accountable to the Director for monitoring the department budget; absence monitoring and management; records and resources classification and management, helping the Director to effectively manage and monitor a high volume of competing priorities and projects and ensure compliance with BPS directives, institutional policies

Decision-Making Authority:

Responsible and accountable for executing various administrative tasks, especially those related to office purchases and budget reconciliation, absence management, and records management for the department in consultation with the IAP management, and reporting to the Director.

Physical and Sensory Demands:

Demands typical for operating for an office environment. The work requires continuous use of computer, audio-visual and other technology to record, communicate and review data, reports, presentations, etc.

Working Environment:

Most of the work is performed in the office environment. The position involves some exposure to stress as a result of pressures associated with handling ongoing multiple demands, time management and priority setting.