Role Inventory Form

Temple University

Role Inventory Form

Position Specifications

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Job Class: / Role Inventory Title: / Administrative Coordinator
Family: / AS / Department Title:
Level: / AS5
Salary Grade: / School/College/Department:
BU: / Sub Department:
FLSA: / Reports To:
Prepared By:
Reviewed By:
Date: / April 1, 2009

Family Definition

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Administrative Services Definition: The members of the Administrative Services have the knowledge and skills to provide clerical, secretarial or administrative support to various departments within the University.
Knowledge of: Basic Office Computer skills are required with the higher levels in this family using more advanced computer skills. Ability to use advanced presentation (creating and developing presentations)skills. May have specialized office training (paralegal, medical, etc.)
Skills and abilities related to: Answering phones and directing calls. Keyboards and enters data. Acting as a first line of contact to outside parties. Providing guidance on a variety of processes. Acting as an information resource. Take meeting minutes and transcribes data. Managing routine correspondence (filing, retrieve, distributing, dissemination, distribution of all correspondence). Providing administrative and support services. Interpersonal skills in working with university community. Composing correspondence. Scheduling. Supervising student workers. Handling confidential data (i.e., payroll). Giving information to students (registration, tuition remission, etc.). Working with university information systems (ISIS, FMS, etc.). Performing organizational tasks such as inventory, teaching evaluations, etc. Problem solving with other departments and resolve issues. Working with external parties. Providing direct assistance to lower level employees. Assisting in preparing reports, proposals, presentations, and budgets. Tracking and monitoring data. Maintaining records that assist with budget projections. May be responsible for coordination of projects/programs.
In order to:
Complete organizational tasks
Ensure positive rapport and information exchange
Provide customer service to students, other departments, faculty, alumni, etc.
Prepare reports, memos, and other documents
Draft correspondence
Complete projects

Profile Elements of Position

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Functional Contribution and Research

Performance of Duties/

Project Responsibilities

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Supervises other employees in workgroup.

Coordinates within team and/or projects for functional area.

Establishes administrative priorities in functional areas.

Provides expertise in other functions.

Work typically affects department, and may extend beyond department.

Has specific spending authority as per Temple protocol.

Ensures tasks are performed for level of workgroup.

Responsible for dissemination of information.

Makes recommendations for process/procedures improvements.

Advanced presentation development? skills are required (i.e. graphs, spreadsheets, database).

Requires high level of interpersonal skills.

Typical duties include:

Reviews and analyzes reports and records for budget unit.

Oversees reports and records for department.

Oversees administrative tasks.

Procedures, processes,
and standards / Provides input in the development of policies and procedures.
Ensures compliance with policies and procedures
Strategy / Required to provide input into strategies based on functional expertise.

Relationships, Service & Community

Internal / Works with a wide array of university-wide constituents.
Serves on internal committees.
Handles confidential information that is university wide.
External / Initiates external contacts within broad guidelines or program parameters.
Works, on a daily basis, with a full array of university-wide constituents (donors, alumni, parents), external committees for purposes of information retrieval, and complex information dissemination.
May give direction or make decisions that have external impact.
Has strong knowledge of external customer’s interests/functions in order to enhance relationships.
Functional Team Members / Gives direction to workgroup.
May act as a liaison with other departments, or budget units
Problem Solving & Innovation
Scope of Issues / Handles complex issues that have impact to division, department and/or external constituents.
May work with, or assist supervisors and managers with implementing solutions to major department issues and/ or programs.
Problem Resolution/
Resources Available / May independently address and/or resolves problems within policies and procedures.
May independently decide how to allocate resources for optimal resolution.
Recommends and may approve solutions and oversees implementation.
Weighs option of using external resources.
Creativity and Innovation / Responsible for recognizing and implementing creative and innovative solutions that address problems.
Decision Making Impact
Context of Decisions / Interprets and applies rules/instructions and standards, policies, and procedures when making decisions.
Financial / Responsible to operate within budget of area.
Responsible to track and monitor expenditures, and reconciliation to budget.
Provides input into development of budget.
Develops procedures to track and monitor expenditures and reconciliation.
May approve expenditures.
People / Responsible for providing significant input into selection, termination and performance management of workgroup or subunit.
Leadership and Training
Professional Development and Training / May plan and conduct teaching and training for workgroup.
Performs employee development and mentoring.
Ensures subordinates are competent.
Technical Leadership / Serves as a technical resource.
Ensures consistency in methodology and functional direction within area of expertise.
Team Morale/
Role Model / Communicates values, mission and organizational objectives to peers.
Identifies morale issues and recommends action.

Key Departmental Functions

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(capsule statement and basic task list from dept and prior version descriptions)

Profiling Related Dimensions

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A. Supervision: / May supervise other employees. May provide direction to student workers.
B. Operating Budget range, if Applicable:
C. Typical Education & Experience: / Bachelor’s degree and 3-5 years of directly related experience. An equivalent combination of education and experience may be considered.
D. Typical Equipment Used:
E. Environmental Conditions: / No adverse conditions
F. Expected Physical Requirements: / Ability to speak clearly.
Ability to distinguish colors.
Ability to see clearly with corrective lens.
Ability to use hands to fingers, handle, or feel.
Ability to reach with hands and arms.
Ability to work a computer for an extended period of time.
Ability to manipulate and assemble files.
Ability to operate standard office equipment.
Ability to work nights/weekends/early mornings.
Ability to work overtime.
G. Other Pertinent Dimensions:

Note: This description incorporates the most typical duties performed. It is recognized that other related duties not specifically mentioned may also be performed. The inclusion of these duties would not alter the overall evaluation of this position.

University Compensation (JobClass Title Family Level)

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Revised 4/1/09

Temple University

Role Inventory Form

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Revised 4/1/09