Performs specialized secretarial and administrative support duties for teh Academic Senate and Classified Senate under the supervision of the Vice President of Instruction. Provides support to administrative projects, work flow, and support activities (i.e. agendas, minutes, etc.) for the senates and their related functions.
Distinguishing Career Features
The Administrative Secretary is part of a multi-level career path for general clerical, secretarial, and administrative support. Administrative Secretaries typically report to a department head, senior professional, or designee, and require the ability to provide secretarial and clerical support, requiring competencies such as and not limited to, the ability to carry out projects that involve data from other departments and sites, and research and gather for reports and special studies. The Administrative Secretary also requires the ability to research and review records for compliance, due process, reimbursements, and external reporting. Advancement to Administrative Assistant I is based on need, requires compliance with the job qualifications and the ability to provide support to administrative committees, official proceedings, and processes requiring a higher level of specialization and reporting relationship and provide varied and difficult support to business and academic processes, usually reporting to an executive and coordinating work flow among other support staff.
Essential Duties and Responsibilities
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:
* Performs administrative support involving secretarial, technical, and logistics services. Applies working knowledge of the functions, policies, and procedures of the division/department, as well as those having implications to other functions.
* Interprets and conveys policies and procedures, referring difficult or sensitive matters to an administrator. Responds to inquiries and conveys information about programs and services provided by the organizational unit.
* Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or timelines for projects, activities, and required submissions.
* Provides support to, and may coordinate departmental projects and events, integrating them with ongoing work routines. Projects and events include but are not limited to compliance and performance reporting, enrollment and transfer processes, etc.
* Collects, updates and maintains data and files, such as those used in special student programs, and other processes where there information privacy considerations. Reviews and enters data using established data entry screens and formats.
* Provides administrative support to special processes including, but not limited to, committees and special subject group meetings. Prepares forms, revisions, and final documents to support proceedings.
* Takes notes and prepares meeting recollections. Prepares from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters.
* Researches and may prepare requisitions and claims for reimbursable services. Initiates communications to resolve, invoice, purchase order, and contractual matters with vendors and other service providers.
* Assists an administrator or designee with personnel-related transactions such as those for tracking leaves, time and attendance, and employing part time and temporary staff.
* Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. Makes travel reservations.
* Prepares documents on behalf of the administrator such as but not limited to, agreements and contracts for services, performance appraisals, proceedings, and reports used by and/or provided by the division. Processes documents for approval.
* Assists one or more administrators with developing organization unit budget proposals, maintaining communications with work sections on status and information needs. Researches and identifies reimbursable services.
* Maintains approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities such as Professional Development Institute (PDI).
* Researches and may reconcile expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance with business practices and regulations.
* May update content to Senate's web pages and portal sites as approved by the supervisor and executive boards of the senates.
* Performs other related duties as assigned that support the objective of the position.