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| Position: |
Administrative
Associate I |
| Date: |
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| Position
Code: |
2505 |
| EEO
Code: |
227 |
| 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:
Takes an active role
in leading group problem solving activities. Encourages
the group to think of innovative solutions.
- Producing
Results with Others:
Leads group in setting
goals and monitoring progress.
- Gaining Organizational
Support:
Has knowledge of how
to work with upper levels of management to gain support.
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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:
Assists in making formal
presentations, both verbal and written, to inform and educate.
- Listening
and Understanding:
Translates technical
or procedural information into specifications or action plans.
- Conflict
Resolution:
Works to resolve conflicts
between groups.
- Educating
Others:
Transfers technical or
administrative knowledge to others through formal or informal
training.
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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:
Typically mentors junior
staff in and/or outside of work group.
- Standards
and Goal Setting:
Assists with establishing
work standards for group.
- Influencing
Others:
Helps others think through
their choices. Actively support diversity initiatives
and awareness.
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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:
Effectively employs triage
and trouble shooting techniques to resolve complex situations.
- Innovation
and Continuous Improvement:
Participates in the development
and implementation of new approaches to the work of the group.
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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:
Is current and proficient
in new trends, concepts, technologies, and best practices within
one’s professional discipline and applies that knowledge to
current work.
- Depth and
Breadth of Knowledge:
Has project management
skills.
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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:
Actions and decisions
may have impact on other groups.
- Level of
Supervision/Independence:
Makes decisions regarding
work group or program and may supervise junior staff.
- Initiative:
Seeks out and identifies
problems or opportunities and takes immediate action to address
them.
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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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- Is capable
of performing most or all of the tasks of a Senior Administrative
Assistant II.
- 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
Word certification).
- Uses software
pertinent to position at an expert level; certification
as appropriate (i.e., MOUS Expert or Adobe Certified
Expert).
- Schedules
and coordinates large on-site or off-site conferences.
Arranges group travel arrangements.
- Researches
and obtains quotes for the purchase of complex office
equipment.
- Selects and
purchases appropriate office equipment for unit.
- Assists with
assignment and/or reallocation of unit’s space.
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- Gathers
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.
- Interprets
policies and procedures of unit, Institution, government
agencies and/or relevant professional organizations.
- Synthesizes
and presents a large volume of information outside of
own work group.
- Trains/teaches
outside of work group.
- Has formal
input into unit’s performance process; hires junior
staff.
- Assists with
the administration of a unit facility or interdisciplinary
work group.
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