Clerical and administrative staff fulfills a very important role within the University. They often handle a variety of tasks that are involved with keeping the offices of all types running smoothly. Rather than being involved in the actual running of the business they handle and oversee tasks such as filing, word processing, bookkeeping, human resources, and anything else required to run an office. Clerical and administrative staff will work very closely with people in various departments within the University.

Administrative Aides, under administrative supervision, assist in carrying out administrative functions of a major unit or department. General duties may include, but are not limited to the following: Provides administrative supervision of the daily activities of the unit, including management of projects, programs, staff and funds. Monitors and ensures compliance with unit/department, university, and governmental policies. Assists in determining unit goals and objectives. Coordinates the development, implementation and interpretation of unit policies. Responsible for the retention and security of essential, operational, fiscal and other records/reports. Coordinates the preparation of and review of various administrative, personnel and other reports. Identifies and implements staff training. Coordinates recruitment activities for unit/department. Analyzes, reviews and implements operating procedures. Acts as liaison for major unit-wide operations such as personnel, purchasing and budgeting. Establishes and maintains system of tracking and reporting all budgetary items, including oversight and review of complex documents.
Administrative Assistants perform, supervise, direct, or advise on work involved in providing or negotiating for a variety of essential management services.  These services may include management of programs, projects, funds, contracts property/space staff and information. The central purpose of the position is to facilitate the accomplishment of the work of the organization through providing, obtaining, and/or coordinating management services and integrating them with the general management of the organization.  While these positions typically involve a wide variety of duties and responsibilities, in some situations the duties and responsibilities may be specialized and limited in number and/or kind.

Cashiers are responsible for receiving, disbursing, and maintaining custody of cash or monetary substitutes for any of a variety of reasons and updating and maintaining relative records. Duties range from standard daily transactions to the coordination of cash orders and maintenance of vault reserves. Other duties may include the following: reviews, verifies, and processes forms and paperwork associated with transactions; balances all transactions; assists with preparing reports; assists with proof/encoder operations; serves as public-relations contact; and maintains relative files and listings. Cashiers usually operate various types of equipment and technologies to processes and maintain records of the transactions.

Related positions include:

  • Manager of University Cashiering
Executive Secretaries, under the supervision of the president of a university, serve as his/her personal secretary and perform all required related secretarial functions. These duties include, but are not limited to the following: Performs typing, shorthand, and transcription duties as required by the president; coordinates and provides semi-professional service to university committees; provides authoritative information to faculty and staff; composes correspondence and reports requiring decisions that tend to establish precedents; arranges, participates in, and/or implements decisions of conferences, committee meetings, and board of trustees meetings as directed; signs president's name to correspondence, requisitions, vouchers, and other forms of correspondence as directed; and maintains personal files of the president.
Medical Records Administrators supervise the acquisition, organization, maintenance, retrieval, and compilation of or release of information from the permanent medical records of patients receiving care in a medical facility or program. These records usually include such items as patient histories and physical conditions, physician's progress reports, nurses' notes, x-ray and laboratory reports, electrocardiogram tracings, diets, and medications.   Other duties may include supervision of subordinate employees, the reporting of information in atypical situations, and the review, analysis and implementation of medical information systems and processes.

Office Support employees perform a variety of functions designed to implement, maintain, and execute effective office procedures and workflow.  They are often engaged in the production of documents and other duties that support the activities and staff of an office or organization. Work may also be characterized by the nature and extent of personal contacts and may be performed in direct support of a designated principal(s). Responsibility ranges from simple, repetitive duties performed under direct supervision to those that are diversified, require the use of discretion and independent judgment, and are performed under administrative direction. Duties performed may include, but are not limited to, maintaining calendars, scheduling appointments, making arrangements for meetings and travel, gathering and providing information orally and in writing, developing or maintaining documents, transcribing material, performing liaison or coordination functions, processing mail, assisting in fiscal matters, maintaining or coordinating the management of files and records systems, supervising office support services, and serving as a resource for internal and external staff and entities. These duties are based on the end result, not on how the work is done, recognizing that advances in technology may have enhanced how the duties are performed.  Employees in these positions must ultimately gain extensive knowledge of the organization, programs, policies and procedures of the unit.

Related positions Include:

  • Office Administrator
  • Office Support Associate
  • Office Support Specialist
Program Administrative Assistants assist in the coordination or direction of an academic or administrative program. They may, but are not limited to the following: represent their department/program to various outside entities; prepare reports; monitor and advise regarding program budgets and expenditures; prepare and edit proposals, public relations materials, and specifications for requisitions; and exercise general supervision over office personnel and matters of administrative detail.
Program Services Aides, under general supervision from a designated supervisor, perform paraprofessional social service/counseling functions in a federal, state, or institutional/agency social and/or educational program. These functions include, but are not limited to the following: completing needs assessments of program participants; explaining requirements and guidelines to the public; assisting in the development of resource materials, research, and maintenance of records; and serves as a resource person for program participants.