Administrative Assistant III

Job description

TITLE: Administrative Assistant III                                                                                              

DEPARTMENT: School of Social Work and Public Administration                                         

REPORTS TO: Chair, School of Social Work


EMPLOYMENT STATUS: Full-time        

EMPLOYMENT CLASSIFICATION: Non-exempt                          



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.



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.Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation, monitoring electronic mail, and social media platforms, including Twitter, Facebook, Instagram, and other social media platforms as necessary.Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.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, and reproduces charts, graphs, and tables.Provides extensive support and has significant Budget responsibilities covering numerous (usually twelve or more) departments.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.Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, reviewing and transmitting incoming and outgoing correspondence, electronic mail, and completing operational commitments.
  • Provides administrative assistance with faculty and/or staff searches, as appropriate, to include logging equipment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation.
  • Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
  • Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
  • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  • Performs miscellaneous job-related duties as assigned.

    OTHER DUTIES: Perform other related duties as assigned.



    Education/experience: Successful completion of at least 60 college-level hours is preferred; at least three (3) years’ of experience that is directly related to 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.
  • Ability to use graphic design software (e.g., Adobe Illustrator, Affinity Designer, DrawPlus, etc.)
  • 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 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.

  • KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

    The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.




    Diversity Profile: University



    View more

    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 10/15/2020
    Application Due: 12/14/2020
    Work Type: