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| Position: |
Administrative
Assistant I |
| Date: |
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| Position
Code: |
5602 |
| EEO
Code: |
442 |
| 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. |
- Group
Problem Solving:
Participates
in immediate work group. Is aware of purpose and goals
of immediate group and one’s contribution to them.
- Producing
Results with Others:
Follows
through on commitments to work group. Engages in respectful
interactions with others.
- Gaining
Organizational Support:
Recognizes
the need for and seeks input from others.
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| 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. |
- Verbal
and Written Skills:
Formats communication
for others; effectively interacts with others.
- Listening
and Understanding:
Listens effectively
and extracts information pertinent to the assigned task.
- Conflict
Resolution:
Deals respectfully
with others; attempts to resolve personal conflicts without
intervention.
- Educating
Others:
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| 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. |
- Managing,
Mentoring, and Coaching:
Seeks
out and makes use of mentors.
- Standards
and Goal Setting:
Complies
with established deadlines and work standards.
- Influencing
Others:
Exhibits
and supports a positive attitude.
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| 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. |
- Defining
Problems and Implementing Solutions:
Identifies obstacles
to completing one’s own tasks and seeks appropriate assistance.
- Innovation
and Continuous Improvement:
Strives to improve
one’s own skills and knowledge.
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| 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. |
- Acquiring
and Developing Knowledge, Skills and Expertise:
Seeks opportunities
to participate in Institution sponsored training programs.
Remains technically and administratively current in own job.
- Depth and
Breadth of Knowledge:
Has obtained some practical
experience and/or specialized training. Has basic knowledge
of standard software. Requires high school diploma or
equivalent.
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| 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. |
- Scope and
Impact of Position:
Impact of actions and
decisions generally limited to own job.
- Level of
Supervision/Independence:
Completes tasks as
assigned and directed by supervisor.
- Initiative:
Follows through in
acting upon basic needs of others. Escalates more complex
issues to a supervisor.
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CHARACTERISTIC
DUTIES:
| Please
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. |
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Distributes
and collects time cards.
Answers, screens
and refers telephone calls, greets visitors (refers
to appropriate resource), and opens mail.
Types and
formats basic documents.
Uses standard
software pertinent to position.
Applies basic
knowledge of information required for Institution forms.
Makes simple
travel arrangements, schedules routine appointments.
Maintains
inventory and orders office supplies.
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- Contacts appropriate
people to handle basic maintenance issues.
- Handles basic
maintenance of standard office equipment.
- Collects data
and/or documents and inputs into established paper or
electronic system.
- Proofreads
documents for basic spelling and grammar.
- Obtains necessary
information from appropriate source(s) to complete assigned
tasks and shares information with others as needed.
- Takes and
sends thorough and clear messages.
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