The Program Assistant series includes positions that primarily provide administrative support to an individual/group.
In addition to the duties associated with the Program Assistant I-IV, the Program Assistant V determines how best to support the department’s mission by independently determining customer needs and responding to those requests. The Program Assistant V deals with a diverse group of external callers and visitors and internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload and to recommend changes in office practices and procedures. The Program Assistant V may act on the behalf of the manager in his/her absence.
Minimum Hire-in Rate
Minimum After Probationary Rate
Scope & Effect:
The Program Assistant V identifies and resolves various problems and situations that affect the efficient flow of work between departments or outside agencies. The Program Assistnat V prepares important documents for university or outside organizations’ use and is responsible for processes affecting other areas of the university (i.e. on-line input of payroll data information, electronic timecards, etc.). The Program Assistant V acts as a liaison between the university and outside agencies. The Program Assistant V may be responsible for a unit’s day-to-day operations and may, under general supervision, serve as an office coordinator.
The Program Assistant V acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information and explains policies when necessary. Resolves problems independently. Works independently and within a team on special nonrecurring and ongoing projects; including planning and coordinating events, disseminating information, coordinating mailings and creating brochures. Promotes departmental services internally and externally.
The Program Assistant V works under minimal supervision. The Program Assistant V and supervisor jointly determine the position or department objectives. Together, the staff member and supervisor determine project deadlines. The Program Assistant V resolves issues regarding policies and procedures in the absence of the manager.
May hire, supervise and train a large number of student assistants and train and direct the work of junior level staff.
Knowledge and Skills:
The Program Assistant V is knowledgeable about the department and the university. The Program Assistant V works with confidential and sensitive information. The Program Assistant V recommends, develops and implements new methods and policies to improve the office or service. The Program Assistant V independently coordinates all details of events and meetings and works with internal and external contacts to solicit and coordinate services. The Program Assistant V handles various situations and uses written and unwritten policies and practices in addition to judgment to resolve conflicts and concerns. The Program Assistant V may establish and maintain departmental information on web pages, perform desktop publishing, and create and develop visual presentations. The Program Assistant V monitors selected budget items for departmental budgets (i.e. open commitments and fund transfers) and maintains financial records for department expenditures and events.
Post high school education preferred. Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education. Ability to work with a minimum of supervision. Previous supervisory experience. Ability to independently analyze, recommend and implement new/changes to procedures. 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. Certain positions may be required to work after regularly scheduled hours and weekends and if necessary be on call 24/hrs a day.