HUMAN RESOURCES USE ONLY
Staff Job Description
Brown University Human Resources Department
Section 1: Identifying Information
Position Title: Administrative Assistant – Grade 6 (Generic for Date Prepared: January 2003
Academic Departments)
Reports to: Department Manager Prepared by: Compensation Services
Department: Your Department Phone Ext: 3-9320
Approvals:
Incumbent Signature: Date:
Supervisor Signature: Date:
Section 2: Position Purpose (provide brief summary of scope of the position)
The position provides administrative support to faculty members and department managers, coordinates the undergraduate program,
and oversees the departmental library.
Section 3: Responsibilities, Supporting Actions & End-Results
List 3 to 6 responsibilities, functions and/or activities; Provide 3 to 4 related supporting actions to describe how the work will be accomplished;
provide the desired end result. Indicate which responsibilities are essential to the position and estimated percentage of time for the responsibility.
Major Responsibility: Provide administrative support to faculty, graduate students, and the department manager.
Supporting Actions: Greet and respond to inquiries received in person, via the telephone and e-mail. Provide information about
YOUR ACADEMIC DEPT program, resolve issues within the scope of your position, and refer more
complex issues to the appropriate faculty or staff. Distribute department materials to prospective
undergraduate and graduate students. Update information on the website. Sort, process, and deliver
incoming and outgoing mail on a timely basis. Develop and maintain department databases, e.g., faculty,
concentrators, graduate students. Coordinate department mailings. Provide day-to-day computer support to
faculty and students. Maintain all confidential records. Ensure office equipment is operating properly.
Provide classroom support to faculty by preparing classroom materials, coordinating textbook ordering,
reserving materials in library, and maintaining all course syllabi on the Course Publisher Web Page.
Prepare documents as requested faculty. Ensure the department runs smoothly in the absence of the
department manager.
End Results: Faculty, students and others supported are relieved of matters not requiring their personal attention. The
department is effectively supported.
Essential Function? Yes No Percentage: 45 %
Major Responsibility: Coordinator of Undergraduate Concentration Program.
Supporting Actions: Assist Concentration Supervisor in managing and coordinating all aspects of undergraduate concentration
program. Act as first-line advisor to undergraduate concentrators in department. Accept concentration
applications; assist in arranging information sessions; set up and maintain files; develop and maintain
databases; assist students with course scheduling; monitor requirements and deadlines; prompt students;
keep Concentration Supervisor informed, certify graduation requirements; assist in event planning and
notification of student events and commencement.
End Results: Undergraduate program is well run. Prospective students and concentrators are well informed and
deadlines are met.
Essential Function? Yes No Percentage: 20 %
Staff Job Description Created 6/1/07
Brown University
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Major Responsibility: Library Coordinator
Supporting Actions: Oversee all aspects of the department library including acquisition, cataloging, circulation and organization
of all library materials. Develop and maintain collection information databases, supervise the proctors in
the day-to-day organization of library materials, ensure easy access to all material, and assist faculty and
students in locating materials.
End Results: Library materials are easy to access and utilize in research.
Essential Function? Yes No Percentage: 20 %
Major Responsibility: Faculty Personnel.
Supporting Actions: Assist department manager with coordination of faculty appointment, reappointments and promotions.
Gather and complete the necessary documents, ensure information is accurate and presented in the correct
format. Provide logistical support by scheduling interviews, housing arrangements, and committee
meetings. Keep faculty CVs updated.
End Results: The process for hiring and retaining distinguished faculty is effectively supported in compliance with
University policies. Faculty dossiers are maintained accurately.
Essential Function? Yes No Percentage: 10 %
Major Responsibility: Special projects.
Supporting Actions: Work with department manager in implementing special projects that arise during the year, i.e.
conferences, department lectures, External Reviews, commencement, annual reception for incoming
students.
End Results: Department is well-represented. Projects are planned and executed in a professional manner.
Essential Function? Yes No Percentage: 5 %
Section 4: Decisions Position is Free to Make
Describe the authority held by the position by listing 3 to 5 decisions that the position is free to make and explain the decisions that depend on the
position’s advice.
Decisions free to make:(Note: press hard-return for more bullets)
Prioritizing day-to-day responsibilities and resolving problems with the scope of the position.
Coordinating the flow of information to students and faculty.
Answering a broad range of questions and determining when to refer to another appropriate staff or faculty.
Day-to-day supervision of the proctors.
Creating new, and updating existing databases.
Explain the decisions that depend on position’s advice:
Communications about guiding and prompting undergraduate to meet requirements and deadlines .
Organizational and physical needs of the library.
Course of action during the absence of the department manager.
Development of departmental policies and procedures.
Section 5: Dimensions
List 3 to 5 quantitative measures that define the size and scope of the position (e.g., number of students counseled, outreach of newsletter,
number of staff supported or supervised, budgets monitored and managed): (Note: press hard-return for more bullets)
Provide administrative support to XX faculty members, and XX graduate student in the department and in the field.
Monitor and maintain records of XXX undergraduate concentrators.
Supervise the library and acquisitions of XXXX books, XXX journals, XXX films , and XXXX reprints.
Supervise X student proctors.
Staff Job Description Created 6/1/07
Brown University
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Section 6: Job Qualifications
Provide the education, experience, skills and competencies necessary to perform the position? (Note: press hard-return for more bullets)
High School diploma and 3 to 5 years office experience (preferably in an academic environment). Some college preferred.
Excellent organizational skills.
Proficient with standard office application software, word processing, spreadsheet, database, calendaring required.
Excellent communication and interpersonal skills.
Ability to think and act independently, and handle competing priorities.
Section 7: Other Information
Indicate any information that would be helpful in understanding the nature, scope or purpose of the position, or any unusual or hazardous
conditions associated with performing the position. Safety regulations that must be observed in performing the duties of the position should be
included here.
Staff Job Description Created 6/1/07
Brown University
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