University Station Alliance

Linking public broadcasting stations and their university partners since 2001

Sample Job Description: Adminstrative Assistant 3

This is a description of a staff Job at [LICENSEE], NOT a Job Opening Announcement. Look for Current Job Openings and then Apply Online or use [LICENSEE]’s Staff JobFinder to be notified of vacancies for jobs of interest to you.

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.


Under general supervision, performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks.

Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and supervises lower graded staff. May coordinate specified administrative activities and reporting across multiple organizational units within a department.


  1. Oversees and/or performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to- day matters concerning the unit.
  2. Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
  3. Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
  4. Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
  5. Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
  6. Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
  7. Provides administrative assistance with faculty and/or staff searches, as appropriate, to include logging employment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation.
  8. Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
  9. Establishes, updates, and maintains unit’s files, inventories, and records; implements and maintains data management systems, as required.
  10. Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
  11. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  12. Performs miscellaneous job-related duties as assigned.


High school diploma or GED with 5 to 7 years experience directly related to the duties and responsibilities specified.


  • Ability to create, compose, and edit written materials.
  • Knowledge of human resources concepts, practices, policies, and procedures.
  • Ability to communicate effectively, both orally and in writing.
  • Database management skills.
  • Records maintenance skills.
  • Demonstrated ability to maintain confidentiality.
  • Ability to make administrative/procedural decisions and judgments.
  • Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
  • Skill in the use of personal computers and related software applications.
  • Ability to supervise and train assigned staff.
  • Skill in organizing resources and establishing priorities.
  • Knowledge of general accounting principles.
  • Ability to gather data, compile information, and prepare reports.
  • Ability to analyze and solve problems.
  • Knowledge of computerized information systems used in financial and/or accounting applications.


Position requires: a) Financial control and tracking of department budget and expenditures, with knowledge of computerized information systems used in financial and/or accounting applications; b) frequently organizing resources and participating in planning in areas of complex projects, operations and/or events for the department; c) using independent judgment in problem solving of complex operating issues; d) serving

as primary administrative and operational liaison with internal and external department/agencies; e) supervising and training support staff; and f) assisting with coordination of human resource activities.


  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.

The [LICENSEE] provides all training required by OSHA to ensure employee safety.