Administrative Assistant VI  

Summary of Work and Responsibilities:

Under the supervision of the Director, the Administrative Assistant VI provides frontline, logistical, and clerical support to the University Office of Decorum and Investigation, the University Committee on Decorum and Investigation, and the Disciplinary Action Committee. The position serves as the primary point of contact for administrative matters and helps ensure the efficient operation of these university bodies.

Main Duties and Responsibilities:

Frontline and Administrative Support:
• Receives and responds to inquiries and requests from stakeholders and visitors through face-to-face, online, phone, and email channels; coordinates the flow of information within University Office of Decorum and Investigation and with concerned offices.
• Receives, records, and relays incoming memoranda and correspondence.
• Manages the Director’s calendar, meeting agendas, appointments, and schedules.
• Serves as custodian of office equipment, supplies, documents, and files; conducts inventory, checks equipment condition, and ensures supplies are properly replenished and stored.
• Maintains and updates University Office of Decorum and Investigation website content, including announcements, policies, events, and multimedia.
• Monitors staff attendance and leave credits and prepares attendance reports.

Budget and Financial Support:
• Tracks office expenses and prepares reports against the approved budget.
• Maintains financial records and consolidates documents for the annual budget and financial transactions.
• Assists in budget preparation by providing data and reports on facilities, supplies, and other budget areas.
• Prepares payment-processing documents and monitors petty cash, liquidation reports, and the financial status of programs and activities in accordance with approved budgets and guidelines.

Records Management Support:
• Updates databases and systematically maintains correspondence, documents, case files, and other records while protecting confidentiality and data privacy.
• Receives, routes, organizes, and safely stores files and releases them only to authorized personnel.
• Prepares and files outgoing correspondence and ensures prompt distribution, particularly of confidential documents.
• Collates, reproduces, distributes, and properly disposes of materials for office and committee meetings.

Case Investigation Support:
• Coordinates case information and school disciplinary and records offices.
• Reviews client-submitted forms for completeness and accuracy and routes them to the appropriate University Office of Decorum and Investigation officers and the Director.
• Provides logistical support for UCODI/DAC hearings and meetings, including preparing documents and videos, arranging venues, equipment, and catering, and transcribing hearings and deliberations when necessary.
• Performs other duties assigned by the immediate supervisor or authorized representative.

Knowledge, Skills, and Abilities
• Excellent oral and written communication skills.
• Knowledge of administrative and clerical procedures, including memo drafting, interdepartmental communication, budgeting, and expense monitoring.
• Strong records management skills and ability to organize, monitor, and secure documents.
• Working knowledge of basic accounting and bookkeeping principles, standards, practices, and regulations.
• Proficiency in Microsoft Office applications and basic website/content management.
• Strong interpersonal, planning, organizational, and coordination skills.
• High attention to detail, adaptability, efficiency, and ability to manage multiple priorities in a fast-paced environment.

• Education and Experience
  • Bachelor’s degree in any field, with relevant coursework or training in administration, office management, records management, business processes, or a related area considered an advantage.
  • At least three years of experience in office work and documentation, including administrative coordination, records handling, correspondence, scheduling, budget monitoring, and support for meetings or similar activities.