Administrative Associate I
Collaboration: Effectively working with and providing service to internal and external constituents; shares information and solicits input; forges consensus to reach goals; generates trust and confidence.
Communication: The ability to effectively interact with others, to develop factual and logical presentation of one’s ideas and opinions, and to display effective listening skills. Recognizes and effectively responds to verbal and non-verbal cues. Generates trust and establishes rapport. Communicates clearly in written and oral forms. Is adaptive to listener/audience styles.
- Group Problem
Takes an active role
in leading group problem solving activities. Encourages
the group to think of innovative solutions.
Results with Others:
Leads group in setting
goals and monitoring progress.
- Gaining Organizational
Has knowledge of how
to work with upper levels of management to gain support.
Influencing and Leading: The practice of providing a strong sense of purpose and mission for the work. Develops a structure and work process that promotes high levels of success. Guides and coaches others to learn to think through alternatives; serving as an example to others by setting high expectations. Develops and mentors others.
- Verbal and
Assists in making formal
presentations, both verbal and written, to inform and educate.
or procedural information into specifications or action plans.
Works to resolve conflicts
Transfers technical or
administrative knowledge to others through formal or informal
Critical Thinking and Problem Solving: The identification and resolution of problems through research, analysis and testing alternative approaches and solutions. The use of innovative and creative actions and ideas to improve processes and services. Ability to break down projects and issues into manageable parts.
- Managing, Mentoring,
Typically mentors junior
staff in and/or outside of work group.
and Goal Setting:
Assists with establishing
work standards for group.
Helps others think through
their choices. Actively support diversity initiatives
Knowledge, Skills and Expertise: Required knowledge and skills acquired from educations, experience, and specialized training; depth and breadth of knowledge and skills; understanding of organization structure as well as competitive environment; demonstrates practical applications and good judgment. Level of professional and technical certification required.
Problems and Implementing Solutions:
Effectively employs triage
and trouble shooting techniques to resolve complex situations.
and Continuous Improvement:
Participates in the development
and implementation of new approaches to the work of the group.
Responsibility and Accountability: The degree to which one is responsible for one’s own work, the work of others, and/or delivering services to the WHOI community. The impact of a position’s end results on the local unit or organization as a whole and those it serves. Degree of autonomy in decision making required for success. Level of review generally given to work plans and products. Scope of work, unit or organization.
and Developing Knowledge, Skills and Expertise:
Is current and proficient
in new trends, concepts, technologies, and best practices within
one’s professional discipline and applies that knowledge to
- Depth and
Breadth of Knowledge:
Has project management
- Scope and
Impact of Position:
Actions and decisions
may have impact on other groups.
- Level of
Makes decisions regarding
work group or program and may supervise junior staff.
Seeks out and identifies
problems or opportunities and takes immediate action to address
note: These details are intended to indicate the kinds of
tasks and levels of work difficulty that will be required
of positions that will be given this title and shall not
be construed as declaring what the specific duties and responsibilities
of any particular position shall be. The use of a
particular expression or illustration describing duties
shall not be held to exclude other duties not mentioned
that are of similar kind or level of difficulty.
- Is capable
of performing most or all of the tasks of a Senior Administrative
- Verifies fund
availability in projects listed on timecards.
- Handles or
refers complex or difficult incoming traffic.
- Compiles complex
appointment and promotion files.
- Acts as a
resource for junior staff regarding word processing
issues. Types and formats documents. Demonstrates
expert word processing skills (i.e., expert level MOUS
- Uses software
pertinent to position at an expert level; certification
as appropriate (i.e., MOUS Expert or Adobe Certified
and coordinates large on-site or off-site conferences.
Arranges group travel arrangements.
and obtains quotes for the purchase of complex office
- Selects and
purchases appropriate office equipment for unit.
- Assists with
assignment and/or reallocation of unit’s space.
and assembles materials for grant, contract, and/or
operating/capital budget preparation. Advises responsible
person of budget needs and requirements.
- Uses multiple
complex tools to design system for data synthesis, manipulates
data and/or generates reports.
- Uses advanced
pattern recognition (context clues) and/or knowledge
of subject area in advanced proofreading.
policies and procedures of unit, Institution, government
agencies and/or relevant professional organizations.
and presents a large volume of information outside of
own work group.
outside of work group.
- Has formal
input into unit’s performance process; hires junior
- Assists with
the administration of a unit facility or interdisciplinary
Last updated: February 25, 2013