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| Position: |
Senior
Administrative Assistant II |
| Date: |
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| Position
Code: |
5605 |
| 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 and long-term problems.
- Producing
Results with Others:
Solicits
opinions and forges compromises.
- Gaining
Organizational Support:
Reviews
ideas and drafts work products with appropriate parties.
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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:
Communicates
independently internally and externally; is proficient in terminology
of the field being supported; has developed a high level of
interpersonal skills.
- Listening
and Understanding:
Identifies
common themes and draws appropriate conclusions; utilizes active
listening skills (paraphrasing and reiteration).
- Conflict
Resolution:
Demonstrates
a high degree of confidentiality and discretion; attempts to
resolve conflicts independently (or with an outside resource
as appropriate) within work group.
- Educating
Others:
Identifies
training needs and recommends solutions.
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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:
Has formal
supervisory and coaching responsibility in work group; may act
as a mentor for junior staff.
- Standards
and Goal Setting:
Establishes
and monitors timelines or short-term goals.
- Influencing
Others:
Provides
guidance in routine tasks.
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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 situations.
- Innovation
and Continuous Improvement:
Adapts approaches
to existing processes and procedures to improve 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:
Seeks external
opportunities for professional development and training and
applies to current work. Increases knowledge of extra-Institutional
environment.
- Depth
and Breadth of Knowledge:
Has in-depth
knowledge and expertise of practices, procedures, software,
and technologies in the field.
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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 typically have an impact on the success of the
work group or program.
- Level
of Supervision/Independence:
Has latitude
to contact high level outside people; authority and accountability
for own actions; may direct work of junior staff.
- Initiative:
Anticipates
and prepares for problems or special opportunities and communicates
accordingly.
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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
Sr. Administrative Assistant I.
- Verifies
fund availability when reviewing time cards.
- Handles
or refers complex or difficult incoming traffic.
- Compiles
complex appointment and promotion files.
- 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).
- Approves
processing of institution forms.
- Arranges
group 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 orders.
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- Selects
and purchases appropriate office equipment for unit.
- Gathers
and assembles materials for grant, contract, and/or
operating/capital budget preparation. Advises
responsible person of budget needs and requirements.
- Uses
multiple tools to work with information.
- Uses
advanced pattern recognition (context clues) and or
knowledge of subject area in advanced proofreading.
- Is
an authoritative source regarding complex unit, Institution,
government agencies and/or relevant professional organizations
policies and procedures
- Researches,
compiles information and makes a presentation to the
unit or to a group such as IEG with regard to one’s
field of expertise; drafts correspondence to outside
agencies, donors, applicants, etc.
- Responsible
for training and/or teaching junior or new staff.
- Comments
on performance of junior people; participates in recruitment
process of junior staff.
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