The Program Assistant series includes positions that primarily provide administrative support to an individual/group.
In addition to the duties associated with Program Assistant I-III, the Program Assistant IV provides administrative support to a department or executive and is responsible for planning, prioritizing and organizing workload.
Minimum Hire-in Rate
Minimum After Probationary Rate
Scope & Effect:
The Program Assistant IV identifies and resolves problems and situations that affect the flow of work with other departments or outside agencies. The Program Assistant IV modifies and devises methods and procedures that affect the accomplishment of the mission of the department. The Program Assistant IV may serve as an office coordinator under general supervision.
The Program Assistant IV acts as a liaison with other departments and outside agencies. The contacts include high-level staff both in and outside of the organization. Handles confidential and non-routine information and explains policies when necessary. Works independently and within a team on special nonrecurring and ongoing projects. Examples of this include planning and coordinating events, disseminating information, coordinating mailings and creating brochures. The Program Assistant IV promotes departmental services internally and externally.
The Program Assistant IV works under general supervision. The supervisor determines the objectives and priorities of the work in the department and assists the staff member with special assignments. The staff member plans and carries out the work and handles problems and deviations in accordance with established instructions or program goals.
May hire, supervise and train several student assistants and train and direct the work of junior level staff.
Knowledge and Skills:
The Program Assistant IV is knowledgeable about the organization and functions of the department. The Program Assistant IV coordinates many different procedures, involving many steps and advises staff of appropriate procedures to use. The Program Assistant IV screens telephone calls, visitors and mail and disseminates information. Problems are handled by following established instructions or practices. The Program Assistant IV composes correspondence under guidelines from supervisor or for own signature when appropriate. The Program Assistant IV compiles data from a variety of sources and organizes information into a usable format. The Program Assistant IV employs effective follow-up systems to ensure that deadlines are met.
Post high school education preferred. Four years of increasingly responsible experience in administrative support work or related education, including at least two years in a senior administrative support role. Experience working with high level executive officers and/or vice presidents. Able to work independently in the absence of specific instructions. Advanced experience working with computer database systems, word processing and spreadsheet software. Must be customer service and team oriented.
The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or university vehicles. Examples of these include, but are not limited to, the use of safe work practices with office equipment, avoidance of trips and falls, and observance of fire regulations and traffic signals, etc.