University Administrative Assistant Job Description

Updated on September 28, 2018

Favorite workplaces for administrative assistants are universities where they are expected to provide administrative support to university staff and faculty. Working in an academic setting, university administrative assistants offer high-level administrative support such as assisting with accreditation activities, faculty retreats, and new program development activities.

University administrative assistants also provide comprehensive clerical support to different university programs. Additionally, they coordinate travel details for university staff such as obtaining approvals and coordinating accommodation details. They also organize meetings and conferences and handle research duties.

The job of university administrative assistants is multi-faceted. There is much that they need to do in a typical workday. Handling every detail of every task assigned to them is not an easy job which is why administrative assistants are hired following much scrutiny from their employers. The following are some of the duties that are expected of administrative assistants working in a university.

University Administrative Assistant Job Description

• Develop and implement departmental administrative procedures
• Manage calendars and schedules
• Organize meetings and seminars and handle material acquisition duties
• Ensure that university executives are appropriately prepared for meetings and conferences
• Provide needed administrative support to student services
• Plan the various logistics of university events such as budgets, speakers, promotions and communications)
• Provide administrative support to HR by assisting with interviews and providing needed information
• Provide administrative support to the accounting department by preparing forecasts and reconciling budgets
• Write and coordinate grant applications
• Draft correspondence and prepare presentations
• Take and record minutes of meetings
• Prepare notices, memos, and university agendas
• Research information and record research summaries for university staff
• Assist in designing and implementing university policies and procedures
• Coordinate university affairs and events
• Serve as a liaison to faculty, staff, and alumni
• Open, review and distribute incoming mail
• Plan and arrange conferences and communicate arrangements to appropriate individuals
• Supervise, monitor and coordinate activities of administrative staff
• Take dictation from staff and faculty to prepare manuscripts and correspondence
• Proofread and correct documents
• Entertain visitors in the absence of supervisors
• Maintain inventory of office supplies and equipment
• Order supplies and manage paperwork necessary for purchasing
• Design office filing systems and handle office records
• Compile information provided by staff and faculty and organize it in the form of reports
• Resolve routine conflicts
• Follow up and track workflow and provide needed support to various projects
• Train subordinates and assign appropriate work duties
• Answer, screen, and route the incoming calls