Administrative Assistant II
||Administrative Assistant II
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
in immediate work group by listening and commenting on suggested
Results with Others:
and supports group decisions.
- Gaining Organizational
Recognizes the need for
and seeks input from others.
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
for others; effectively interacts with others.
Seeks information to
Deals respectfully with
others; attempts to resolve personal conflicts without intervention.
basic established processes and procedures.
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.
Mentoring, and Coaching:
Acts as a role model
and resource for junior staff.
and Goal Setting:
Complies with established
deadlines and work standards.
Encourages positive attitude
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:
Breaks down simple problems
into component parts and chooses from established alternative
and Continuous Improvement:
Adapts and improves established
approaches to one’s own work.
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:
Remains technically current
in one’s discipline or area. Understands own area’s purpose
and organizational structure.
- Depth and
Breadth of Knowledge:
Has obtained practical
experience and/or specialized training. Has intermediate
skill level of standard software. Requires high school
diploma and professional credentials or equivalent experience.
- Scope and
Impact of Position:
Impact of actions and
decisions generally limited to own job.
- Level of
With minimal supervision
performs tasks in support of the work group or program; prioritizes
Seeks better ways to
accomplish assigned tasks.
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 an Administrative
and collects time cards.
- Answers, screens
and refers telephone calls, greets visitors (refers
to appropriate resource), and opens mail. Handles
- Types and formats
- Uses software
pertinent to position.
- Arranges straightforward
appointments, meetings and travel.
- Maintains inventory
and orders office supplies.
- Contacts appropriate
people to handle basic maintenance issues.
- Key operator
of standard office equipment.
- Assists in
the careful monitoring of budgets.
- Sets up basic
data and/or document retrieval systems (paper or electronic).
for basic spelling and grammar.
- Obtains necessary
information from appropriate source(s) to complete assigned
tasks and shares information with others as needed.
- Creates clear,
articulate correspondence on behalf of the unit.
Last updated: February 25, 2013