Administrative Assistant, Graduate School

Wayne State University is searching for an experienced Administrative Assistant, Graduate School at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Position Purpose:

Provide assistance to administrative and/or academic head in a staff capacity coordinating and participating in personnel, financial, administrative and office services for a small Department within a School, College, Division, or Center/Institute of the University in order to support established operational goals, objectives and services.  Work activities require the application of specialized skills acquired through a combination of job related training and on-the-job experience.

Essential Functions:

Provide assistance to administrative and/or academic head in the planning development and administration of operating budget.  Reconcile various detailed general, restricted and designated fund accounts and monitor status of revenues and expenditures. 

Prepare related statistical reports, analyses and summaries on budget activities. Coordinate and participate in the preparation and processing of non-academic and academic personnel and payroll actions; establish and monitor related recordkeeping system; interpret and apply internal operating procedures, University policies and contractual agreements accordingly.  Identify and resolve processing problems to ensure personnel matters are affected in a timely manner.  May possess signatory authority on selected forms and documents.

May supervise very small (1-2) part-time temporary student, college work study and technician support staff.  Interview and recommend employment of, discipline and evaluation of full-time and temporary support staff.  Plan and assign work activities; train in appropriate office methods and procedures and monitor workflow and staffing levels.

Coordinate use of facilities, services and equipment which includes space leasing, subcontracting arrangements as well as initiating requests for services such as building or equipment maintenance, and printing/duplicating services, etc.  Interface with appropriate University personnel to obtain and exchange information.

Participate in and coordinate the preparation and completion of special projects and studies; collect and gather statistical data for reporting purposes.  Prepare reports which include conclusions and recommendations for solution to administrative problems.

Serve as an information source to faculty, staff, students and the general public; answer questions, provide information and resolve routine problems regarding operations and services.  May represent department and/or supervisor to other University areas and outside professional groups and organizations in order to obtain and exchange information.

May maintain calendar, schedule appointments, make arrangements for meeting and conferences, and complex travel arrangements.  May perform complex typing duties and process complex documentation with the use of appropriate software.

Perform related work as assigned.

ADDITIONAL COMMENTS:
This entry level professional classification is responsible for job functions that require specialized non-theoretical skills coupled with a procedural understanding of standard program activities.  Work activities are impacted by changing priorities and differing situations which demand that the incumbent choose an appropriate procedure.  This may include the search for new applications or procedures.  Supervision, guidance and assistance is provided to support staff on administrative policies, procedures and functions.  This classification may provide limited clerical/secretarial support to an academic and/or administrative head (i.e. wordprocessing, making travel arrangements, scheduling meetings, maintaining files, etc.) however, these are related not primary duties being performed because of the absence of, or lack of, full-time subordinate personnel.  It is expected that this classification will be assigned on a limited basis and reviewed periodically.  Work assignments require independence of action as well as the ability to prioritize multiple varied tasks.  This classification will only be assigned to a small department or unit having no full-time clerical/secretarial support personnel.  This classification generally reports to an academic and/or administrative head.

THIS DESCRIPTION IS 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. IT IS NOT INTENDED TO LIMIT OR IN ANY WAY MODIFY THE RIGHT OF ANY SUPERVISOR TO ASSIGN, DIRECT AND CONTROL THE WORK OF EMPLOYEES UNDER THEIR SUPERVISION. 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.

Minimum Qualifications:

Graduation from an accredited college or university or an equivalent combination of education and/or experience preferred.

Some knowledge of and experience with University academic and/or non-academic personnel processing procedures and practices.

Some knowledge of accounting principles and bookkeeping procedures and applications.

Ability to communicate effectively with others.

Ability to work under pressure and meet established deadlines.

Some supervisory experience preferred.

May be required to operate advanced office equipment, including software necessary for desktop publishing complex spreadsheet design and complex graphics.

Typically, employees assigned to this classification may held a lower clerical and/or secretarial positions.

School/College/Division:

H11 - Graduate School

Primary Department:

H1102 - Graduate School

Employment Type:

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
  
• Salary minimum: $48,228
• Salary hire maximum: $57,868

Working Conditions:

Normal office environment.

This position must be filled pursuant to the provisions of a collective bargaining agreement, and as such may be filled by a qualified bargaining unit member, should one apply. 

Job Openings:

• Number of openings: 1
• Reposted position: No
  

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.