Administrative Assistant III - Physics & Astronomy

Wayne State University; Detroit (MI); On-site; USD 58,000 - 69,000; Full time

Job summary

Wayne State University’s Physics & Astronomy department in Detroit seeks an Administrative Assistant III to support financial, personnel, facilities, and administrative operations for a large academic unit. The role requires overseeing budget execution, preparing statements, and advising on procedures at the department level.

The successful candidate will manage payroll, staff supervision, and policy implementation while coordinating with university systems and leadership to ensure timely,

Qualifications

• Graduation from an accredited college with coursework in business administration or accounting.
• Strong knowledge of accounting procedures.
• Experience with University policies and procedures.
• Supervisory experience required.
• Strong oral and/or written communication skills.
• Analytical and organizational skills.

Responsibilities

• Plan, develop and maintain accounting procedures for complex general fund, designated and restricted accounts.
• Prepare financial statements and reports on unit finances and projections.
• Oversee budget execution, review revenues and expenditures, monitor unit budgets.
• Coordinate administrative policies and business affairs of the unit.
• Supervise, interview, and evaluate non-exempt and temporary staff.

Skills

Communication

Analytical

Organizational

Independent work

PC literacy

Education

Business administration / accounting coursework

Tools

FMS/BAR

HRMS

PPS

GBS

Job description

Administrative Assistant III - Physics & Astronomy

Wayne State University is searching for an experienced Administrative Assistant III - Physics & Astronomy atits Detroit campus location.

Wayne State is a premier, public, urban research university locatedin the heart of Detroit, Michigan where students from allbackgrounds are offered a rich, high-quality education. Ourdeep-rooted commitment to excellence, collaboration, integrity,diversity and inclusion creates exceptional educationalopportunities which prepare students for success in a globalsociety.

Essential functions (job duties):

Develop and coordinate financial, personnel, facilities andadministrative activities to ensure continued efficient operationof a large department in a School, College, Division orCenter/Institute of the University having considerable fiscal andadministrative autonomy. Work activities require a grasp ofinvolved practices and precedents, along with knowledge oftheoretical principles.

Plan, develop and maintain special accounting procedures forseveral complex general fund, designated and restricted accounts.Plan budget projections and plans. Compile budget estimates,oversee budget execution, review, approve and monitor unit revenuesand expenditures. Prepare financial statements and activity reportson the financial status of unit projections, programs and otherbudget allocations.

Develop and execute administrative policies and procedures. Performorganizational studies and recommend changes to establishedprograms, services and unit objectives. Oversee and coordinatebusiness affairs, service and support functions of unit.

Represent the administrative head to outside individuals,professional groups, agencies and administrators with fullresponsibility for policy interpretation on business andadministrative policies and procedures.

Review and initiate non-academic and academic personnel forms andpaperwork. Prepare, maintain and process personnel and payrollactions and records. Assure adequate staffing levels and regularpayroll payments are attained. Possess signatory authority forunit.

Supervise, interview, select and evaluate performance of a variednumber of non-exempt and temporary part-time support staff. Trainand instruct on methods and procedures. Monitor workflow,prioritize assignments and establish staffing levels. Providedirection to professional staff in department on methods andprocedures.

Prepare specialized reports and detailed major proposals fordepartment. Develop and coordinate programs, projects and services.Prepare a wide array of statistical and administrative reports,summaries and questionnaires regarding department activities;utilize administrative systems, including FMS, HRMS, PPS, GBS,etc.

Coordinate building operation and maintenance requests. Monitorspace utilization, equipment/stock inventories and procurement andfacility management activities and services.

Perform related work as assigned.

Unique duties:

This senior classification level requires a grasp of both involvedpractices/precedents and theoretical principles to perform complexfinancial and administrative management for a large departmenthaving considerable fiscal and administrative autonomy. Workactivities demand the application of diversified procedures andspecialized standards to situations requiring a search forsolutions and new applications of these procedures and standards.In addition, this level has a broad scope ofresponsibility/accountability which can be measured by the job'smagnitude ($ size - small). Incumbents provide instruction andguidance to students, staff and the general public on thedepartment's functioning and represent the administrative head withfull decision making authority. Supervisory responsibilitiesinclude overseeing selection, training and evaluation of non-exemptand temporary part-time personnel. This classification does notprovide clerical support to the department. Supervision,coordination and assistance is provided to department staff onadministrative policies, procedures and functions. Work is reviewedthrough results obtained with direct responsibility to academicand/or administrative head, e.g. Dean, Director, Chairman,Program/Project Director, or Manager. This classification istypically located in a department, School, College, Division,Center or Institute.

Qualifications:

Graduation from an accredited college or university supplemented bycoursework in business administration, accounting or related fieldor an equivalent combination of education and/or experience.

Considerable knowledge of accounting procedures andpractices.

Considerable knowledge of and experience with University policiesand procedures.

Considerable supervisory experience required.

Strong oral and/or written and communication skills.

Strong analytic and organizational skills.

Some knowledge of and experience with PC and computer basedapplications and local area network technologies.

Some knowledge of University administrative systems, includingFMS/BAR, HRMS, PPS, GBS etc.

Ability to communicate effectively with others.

Ability to establish and meet deadlines, work under extremepressure and function independently.

Typically, incumbents have held professional/administrativepositions, e.g. Administrative Assistant, Accountant, etc.

School/College/Division:

H12 - College of Liberal Arts & Science

Primary department:

H1222 - Physics & Astronomy

Employment type:

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
• Salary minimum: $57,815
• Salary hire maximum: $69,375

Working conditions:

This position must be filled pursuant to the provisions of acollective bargaining agreement, and as such may be filled by aqualified bargaining unit member, should one apply.

Job openings:

• Number of openings: 1

Background check requirements:

University policy requires certain persons who are offeredemployment to undergo a background check, including a criminalhistory check, before starting work. If you are offered employment,the university will inform you if a background check isrequired.