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| Position: |
Senior
Administrative Assistant I |
| Date: |
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| Position
Code: |
5604 |
| 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:
Presents
solutions to immediate problems.
- Producing
Results with Others:
Contributes
opinions and supports group decisions. Participates in
consensus building.
- Gaining
Organizational Support:
Effectively
works with others outside of the work group to achieve a goal.
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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:
Composes
and edits communication for others; employs communication techniques
appropriate to the person or audience.
- Listening
and Understanding:
Understands
and interprets other view points and assimilates them.
- Conflict
Resolution:
Identifies
sources of conflict and seeks advice from appropriate person(s).
- Educating
Others:
Informally
communicates basic established processes and procedures; may
orient new employee to the work group and/or Institution.
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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:
Informally
coach employees in area regarding processes and procedures;
acts as role model for junior staff.
- Standards
and Goal Setting:
Complies
with established deadlines and work standards.
- Influencing
Others:
Actively
supports a diverse working environment.
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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:
Uses past
experiences and available resources to identify issues and solutions.
- Innovation
and Continuous Improvement:
Evaluates
established procedures and suggests possible improvements.
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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:
Explores
the full potential of technological tools available. Understands
own area’s purpose and organizational structure and how it relates
to the Institution as a whole.
- Depth
and Breadth of Knowledge:
Has thorough
knowledge of standard practices, procedures, software, and technologies
related to current position.
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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 immediate work group
or program.
- Level
of Supervision/Independence:
Without
direct supervision performs complex and responsible tasks to
coordinate and support the activities and functions of a work
group or program.
- Initiative:
Seeks out
and undertakes new tasks; has good judgment about what needs
to be done.
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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 an
Administrative Assistant II.
- Accumulates
and verifies data on time cards.
- Handles
or refers complex inquiries to appropriate source.
- Handles
confidential personnel files.
- Types
and formats documents. Demonstrated advanced word
processing skills (i.e., core level MOUS Word certification).
- Uses
software pertinent to position at advanced level; certification
as appropriate, for example, Core certification in MOUS.
- Reviews
accuracy of information on standard institution forms.
- Makes
complex travel arrangements. Coordinates large
meetings and conferences.
- Monitors
supplies of office machines; assists others with on-line
purchases.
- Interacts
with facilities personnel for completion of work order.
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- Maintains
property list. Key operator of complex or specialized
equipment.
- Exhibits
knowledge of institution and agency spending regulations.
Assists in the careful monitoring of budgets.
- Sets
up basic data and/or document retrieval systems (paper
or electronic).
- Exercises
strong grammatical proofreading skills exhibiting familiarity
with subject area.
- Is
the authoritative source for routine policies, procedures
and/or programs.
- Facilitates
group discussion within the unit; organizes and leads
a group meeting; makes presentations to peers; thoroughly
documents own job procedures.
- Responsible
for training and/or teaching junior or new staff.
- Distributes
work to others and reviews the results.
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