Generic Job Description
Administrative Assistant
Grade C
Representative Duties:
- Serves as source of information to students, staff, faculty, and patients on policies, procedures, and office activities.
- Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual.
- Schedules and coordinates meetings and appointments.
- Receives and schedules patient referrals. Resolves scheduling conflicts.
- Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, attachments, dates, and signatures.
- Composes general correspondence and written material.
- Gathers, compiles and records data. Creates reports and summarizes findings.
- Assembles and compiles material for grant, contract, and budget preparation. Monitors expenditures and reconciles financial statements.
- Coordinates travel arrangements.
- Establishes and maintains filing systems.
- Sorts screens and distributes mail.
- Completes forms.
- Orders and maintains inventory of supplies.
- Photocopies material.
- Oversees and instructs support staff.
- Performs additional functions incidental to office activities
Family: Secretarial
Job Code: 652 Date: 2/89
The job duties listed
above are representative and characteristic of the duties required and
the level of the work performed in the job title. The duties will vary
from incumbent to incumbent in the job title.
Yale
University Clerical and Technical Job Description
Job: 652 Administrative Assistant Grade C
Required Knowledge:
- General knowledge, high school level; detailed but narrow knowledge in one or several work-related areas; general acquaintance with broader field of knowledge.
- Limited knowledge of business, accounting, or commercial procedures with detailed knowledge in these particular areas.
- Working knowledge of University organizational policies and procedures generally; detailed knowledge of one or several narrow areas of University rules and procedures.
Required Skills:
- Extracts and compiles a narrow range of data from written sources, from individuals by asking set questions, or from one or several given data bases; coding based on prescribed simple standards.
- Routine use of a major library catalog or reference data base.
- Classifies material for filing; use of straightforward or complex filing systems.
- Understands more complicated written instructions, memoranda, policy statements.
- Composes and proofreads routine formal letters or memoranda for internal or external circulation.
- Regular, skilled use of more complex machines, including word processors or personal computers.
Office and Administrative Skills:
- Keyboards materials that regularly include medical or legal terminology or foreign languages.
- Formats, stores, and files data on a personal computer to generate basic, pre-established reports.
- Schedules and coordinates appointments.
- Advises, screens and refers callers and visitors.
Experience, Education and Formal Training:
- Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education.
Complexity and Organization:
- Limited variety of job tasks requiring coordinating steps/procedures.
- Occasionally coordinates or organizes the work of others.
Interpersonal Relations:
- Ongoing involvement outside immediate unit.
- Offers or obtains specialized information and provides assistance on general matters.
- Understands and evaluates what is being said and responds with complex answers that may take time to give.
Supervisory Guidelines:
- Work is subject to general review on an occasional basis.
- Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities, supervisor reviews work after completion.
- Instruction provided only in new situations, methods and procedures that are not clearly related to existing tasks and duties.
Independent Judgment:
- Established procedures/policies govern many work situations.
- Regular exercise of independent judgment or initiative.
- Problems solved by choosing solutions form among several alternatives that are not necessarily governed by established procedures.
Leadership Responsibility:
- Occasionally provides general orientation to routine procedures/policies.
- Sometimes distributes and monitors work.
Impact and Consequence of Error:
- Work affects both outside the work unit and outside the University.
- Errors are somewhat difficult to recognize and correct and can cause harm or financial loss to individuals, departments, and the University or to other individuals and groups.
Working Conditions:
- Slight possibility of safety risks.
- Occasional conflicting demands, time, pressures, deadlines or emergencies.
- Regular sustained concentration.
- Some physical effort or dexterity.
