Administrative Assistant I-Graduate Studies

Job description

Job no: 507456
Work type: Staff Full Time
Categories: Administrative & Office Support

General Summary of Position: Perform administrative and logistical support as well as assist with coordinating processes and/or projects within the Office of the Associate Provost for Graduate Studies, including but not limited to, appointment and meeting scheduling, record and file maintenance and retention; making travel arrangements for the Associate Provost as well as preparing travel authorizations and expense reports for Graduate Studies staff; administering the Graduate Student Travel Grant Program; coordinating student events (such as Three Minute Thesis Competition); assisting with benefit awards and approval of assistantship awards; developing communications, coordinating and/or scheduling details with various University service offices; verifying student eligibility via various mechanisms; hiring students awarded fellowships/assistantships supported by the Graduate Studies office; assisting with the review of thesis/dissertation submissions for proper formatting based on current University guidelines, and submission to the Library, maintaining records, and proofreading relevant documentation as well as consulting with appropriate staff and/or students as needed; serving as support and backup to other Office of Graduate Studies staff and maintaining confidential files and records.

Follows the University’s best practices to build and/or support student academic success and retention and assists in meeting strategic objectives for persistence and timely graduation of all graduate students.

SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):

Receives direct supervision from the Associate Provost for Graduate Studies and functional supervision from the Administrative Assistant II.


May supervise clerical personnel and student employees


  • Serve as the first point of contact for students and/or staff entering office; answer telephone lines of office; screen, handle and/or route telephone and other messages, inquiries, complaints or questions to appropriate staff or other offices.
  • Coordinate/plan social events (e.g., Graduate Student Orientation and Three Minute Thesis Competition) by communicating with members of the University community and arranging scheduling details with various University service offices as needed.
  • Assist students and faculty by working through appropriate/applicable University offices to correct problems or determine process for correction.
  • Assist with reviewing assistantship recommendation forms/submissions and any supporting documentation for completeness and accuracy ensuring compliance with Guidelines for Graduate Student Financial Support (or the current governing document); communicate and troubleshoot problems with deans, faculty, and/or staff to rectify.
  • Assist with utilizing University systems, programs and databases to perform data verification of student eligibility; reconcile the start and end dates proposed on recommendation forms with any previous award.
  • Based upon current guidelines, assist with determination of appropriate level of benefits for each assistantship recommendation, record the information on the recommendation form, and submit to the Administrative Assistant II for review and submission for further approval.
  • Retrieve academic and/or demographic information on students by accessing current student information software for a variety of projects.
  • Review recommendation requests and submitted documentation for Optional Practical Training (OPT) and Curricular Practical Training (CPT) by verifying that student is eligible, determine if the documentation meets federal requirements as well as academic standards, record the final action, and provide notification to appropriate members of the University community.
  • Assist with the review of theses and dissertations for formatting that conforms with University guidelines as specified in the “Requirements for Theses and Dissertations” document (also knowns as the Thesis Guide), or other governing document, and communicate and/or meet with students to provide feedback regarding corrections needed, and electronic submission of document in pdf format with ORCID ID number and non-exclusive distribution rights form, all provided by student, to the Library.
  • Serve as one of Graduate Studies liaisons with identified Library staff for theses/dissertation submission requirements.
  • Maintain knowledge of style manuals and writing guides for various formats via handbooks available and style guide websites.
  • Assist with maintenance of records/listing of theses and dissertations approved, currently tracked via Excel spreadsheets. Track potential edits to the “Requirements for Theses and Dissertations” document (or the current governing document) and assist with the coordination of the posting of revisions to the University’s website with appropriate personnel as well as notifying graduate program representatives of changes.
  • Assist with updating and maintaining master worksheet(s) for all awarded assistantships, inclusive of break-out calculations for appointment (i.e., fall semester, intersession, spring, and/or summer stipend(s) as applicable); review, analyze and prepare reports; determine appropriate contract and prepare assistantship contract letters specific to the individual using mail merge; prepare correspondence, memoranda, etc.
  • Meet with faculty and/or students to offer overview of requirements for formatting and submission of theses/dissertations at request of programs of study.
  • Assist with researching, identifying and disseminating information regarding potential funding sources and opportunities for students to appropriate individuals, i.e., students, Graduate Program Directors, Department Chairpersons, faculty advisors, etc.
  • Perform routine office support services inclusive of, but not limited to, opening and routing mail; entering purchase requisitions; expense reports/reallocations; travel authorizations; filing; supply inventory and ordering; photocopying; catering request; etc.
  • Other duties as assigned.

Minimum Qualifications (Required):

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. *

II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)

  • Knowledge of the principles and practices of office management.
  • Knowledge of the methods of general report writing.
  • Knowledge of the methods used in the preparation of charts, graphs and tables.
  • Knowledge of the types and uses of general office equipment.
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
  • Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
  • Ability to follow written and oral instructions.
  • Ability to gather information through questioning individuals and by examining records and documents.
  • Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
  • Ability to assemble items of information in accordance with established procedures.
  • Ability to determine proper format and procedure for assembling items of information.
  • Ability to prepare general reports.
  • Ability to maintain accurate records.
  • Ability to prepare and use charts, graphs, and tables.
  • Ability to communicate effectively in oral expression.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to deal tactfully with others.
  • Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
  • Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
  • Ability to exercise sound judgment.
  • Ability to exercise discretion in handling confidential information.

Additional Information:

Department: Graduate Studies

No. of Positions-1


State Funded-X

Salary: $45,245.98*

*Note: Salary shown is subject to decrease per the terms of the Memorandum of Agreement signed between the union and University administration on 9/24/2020. This decrease will be in effect for the period of 9/27/2020 - 7/2/2021, after which time the salary will be adjusted back to this full rate.

Hours: Monday-Friday, 9:00 a.m.-5:00 p.m.

Grade: -15


QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities)

  • Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
  • Knowledge of the proper telephone procedures for making and receiving agency calls.
  • Knowledge of the types and uses of agency forms.
  • Knowledge of the laws, rules and regulations governing the state personnel system.
  • Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
  • Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
  • Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
  • Knowledge of state accounting and budgetary procedures including terminology.
  • Knowledge of the types and applications of standard office filing systems.
  • Knowledge of the clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
  • Skill in operating general office machines and equipment.
  • Knowledge of the principle’s practices and techniques of supervision.

Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.

Special Instructions to Applicants:

To apply please submit a letter of interest, current resume and the contact information for three professional references.

The deadline for INTERNAL applicants is March 5, 2021.

The deadline for EXTERNAL applicants is March 9, 2021.

Advertised: 23 Feb 2021 Eastern Standard Time
Applications close: 09 Mar 2021 Eastern Standard Time




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Job No:
Posted: 2/24/2021
Application Due: 3/9/2021
Work Type: Full Time