Administrative Assistant III
About The Position
The Administrative Assistant III provides advanced administrative, operational, and budgetary support to senior leadership, including the Vice President or department head, and supports departmental staff as needed. This position requires a high level of professionalism, discretion, and independent judgment, along with a thorough understanding of departmental operations, policies, procedures, and organizational priorities. The role coordinates and maintains departmental and divisional budget tracking and reconciliation processes, monitors expenditures, resolves discrepancies, processes requisitions and appropriation transfers, and assists with budget and expense reporting in accordance with established policies. The position may have limited authority to approve purchases or requisitions. The Administrative Assistant III supports departmental projects, initiatives, and programs and may manage multiple assignments simultaneously. The position may serve on committees and supports meeting activities by collecting agenda items, preparing and distributing agendas, attending meetings as needed, recording meeting minutes, and ensuring timely dissemination of minutes and follow‑up materials. Responsibilities include prioritizing, scheduling, and maintaining calendars, appointments, and meetings; coordinating meeting logistics; and making business travel arrangements as needed. The position prepares, drafts, edits, and proofs moderately complex correspondence, reports, presentations, and other materials. The role receives, reviews, and responds to moderately complex correspondence and inquiries; resolves general questions related to departmental activities, policies, or procedures; and serves as an administrative point of contact for internal and external stakeholders. The position answers incoming telephone calls, provides backup support for greeting visitors, and directs inquiries to appropriate personnel. Additional duties include collecting, compiling, verifying, and analyzing data for reports and presentations; preparing charts, graphs, and related materials; maintaining departmental records and filing systems; performing data entry using spreadsheets or databases; verifying information for accuracy; and performing general office support functions such as mail distribution, document processing, and supply inventory management.
Requirements
- high level of professionalism
- discretion
- independent judgment
- thorough understanding of departmental operations, policies, procedures, and organizational priorities
Responsibilities
- Provides advanced administrative, operational, and budgetary support to senior leadership
- Coordinates and maintains departmental and divisional budget tracking and reconciliation processes
- Supports departmental projects, initiatives, and programs
- Serves on committees and supports meeting activities
- Prioritizes, scheduling, and maintaining calendars, appointments, and meetings
- Prepares, drafts, edits, and proofs moderately complex correspondence, reports, presentations, and other materials
- Receives, reviews, and responds to moderately complex correspondence and inquiries
- Answers incoming telephone calls, provides backup support for greeting visitors, and directs inquiries to appropriate personnel
- Collects, compiles, verifying, and analyzing data for reports and presentations
- Maintains departmental records and filing systems
- Performs data entry using spreadsheets or databases
- Performs general office support functions such as mail distribution, document processing, and supply inventory management
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
