Sample Performance Standards for Administrative Jobs

The following are sample performance standards for Administrative and Managerial, Professional, Supervisory, and Confidential positions in the Administrative job family.

Staff Associate

• Prepares, tabulates, forwards, and files course evaluation forms in a timely and efficient manner. Tabulations are accurate and completed within 5 days after completion of program.
• Copies course materials per instructions of staff and volunteer trainers. Materials are ready for use before each session.
• Updates information in the database on a regular basis. Ensures that file histories are updated within 5 days of training. Updates information as requested by managerial staff.
• Checks the unit email box on a daily basis and responds to emails in a courteous, service-oriented manner. Forwards comments/emails to appropriate individual if necessary.
• Coordinates correspondence to program participants upon the request of supervisor. Written communication is clear, concise, and free from error.
• Schedules space usage for programs held outside the building. Ensures reservations are confirmed and appropriate bills forwarded to the Administrative Assistant.
• Requests catering for all programs as requested.
• Sends daily calendar information for unit staff to the departmental Front Desk by 8:45 am each morning.
• Registers employees for training programs via phone, email, or walk-up.
• Maintains updated calendar of conference and computer room reservations. Reservations are reviewed for accuracy on a regular basis.
• Upon the request of the Assistant Director, provides logistical training support to other departmental units and other university departments. This may include preparing materials and tabulating course evaluation forms.
• Greets visitors to the office in a friendly and professional manner. Seeks to assist visitors and serves as a referral bridge when necessary. Information provided to visitors is accurate.
• Maintains supplies for unit staff and monitors quantities for supplies. Forwards requests for supplies to the Assistant Director.
• Tabulates and forwards/files program evaluation forms in a timely and efficient manner. Tabulations are accurate and completed within 5 days after completion of program.

Administrative Assistant

• Meets all deadlines as indicated by supervisor.
• Accurately maintains multiple accounts. Follows all university regulations regarding the management of restricted and unrestricted accounts. Maintains effective controls of financial resources.
• Develops accurate, realistic, timely, and fiscally sound budgets. Reconciles budgets on a monthly basis. Submits budget updates to the Director on a monthly basis.
• Prepares budget documents (e.g., purchase requisitions) and dispatches within 48 hours. Ensures accuracy of expenditures listed and timely payment.
• Monitors the monthly budget status reports to ensure a balanced budget position for the unit.
• Follows grant guidelines for smooth closeout of accounts.
• Supervises two support staff secretaries. Provides guidance to these two secretaries at other sites of the department. Supervises work-study staff and is liaison from the department to Financial Aid in securing work-study staff.
• Provides consistent and timely performance feedback to employees. Coordinates evaluation of staff that report to this position.
• Develops training programs as needed to enhance employee’s effectiveness.
• Communicates financial information to faculty and staff to ensure office stays within budget.
• Anticipates problems and recommends a range of solutions.
• Anticipates staffing needs and develops action plan to recruit sufficient number of part-time staff to accommodate peak demand periods.
• Ensures database is accurate and up-to-date and budgetary analyses follow guidelines and regulations from all participating institutions, when preparing grant proposals.
• Handles all correspondence for directors on a daily basis. Drafts routine correspondence and expedites urgent, confidential, and important correspondence to appropriate personnel as needed. All correspondence follows the university’s style guidelines, is accurate, and free from errors.
• Routes mail to appropriate party, retains copy for follow up, and closure.
• Organizes correspondence in priority order; exercises discretion in ordering documents for immediate action and forwards pertinent correspondence directly to associates for their attention and follow up.
• Coordinates the Director's schedule. Ensures ample time for meetings and other projects. Provides a printed copy of the schedule to the Director each Monday morning by 8:30 am.
• Responds to all inquiries and correspondence for the Director.
• Schedules meetings, conference calls, and student appointments for the Director. Confirms all appointments via email.
• Maintains timetables and ensures all deadlines are met. Must be flexible and display initiative in working on new tasks.
• Administrative tasks are accomplished carefully and thoroughly, with appropriate questions asked when necessary to ensure that the job is done correctly.
• Demonstrates a working knowledge of university policies and procedures.

Senior Executive Associate

• Maintains a Project Status Report for all pending projects in the department. Updates are made on a weekly basis with clear notations of each project, owner, outcomes/deliverables, and staff supports. A copy is kept on the shared network drive.
• Provides an updated copy of the Project Status Report to each member of the management staff on a weekly basis.
• Follows up with managers responsible for projects, ensuring dates are kept and projects remain on schedule. Will identify project delays and work cooperatively with the appropriate staff member to develop solutions to maintain project progress.
• Keeps the Associate Vice President abreast of projects’ status and informs her of any delays or major issues.
• Coordinates written documentation for the preparation of annual divisional goals including draft goals statement, action plans, outcomes/deliverables, measures, and owners. Prepares draft and final goal report for the Associate Vice President, direct reports, and general staff.
• Upon the direction of the Vice President, will assist in the coordination of programs on behalf of the department including, but not limited to, recognition programs and divisional staff development programs. The Senior Executive Assistant will develop project timelines to manage program logistics and will work cooperatively with the Administrative Assistant in the development and management of related program budgets.
• Provides support and assistance to the Vice President in managing requests and projects related to the division. This includes providing updates and reminders to the Vice President on pending deadlines and key calendar dates. In this regard, the Senior Executive Assistant will identify requests and projects that can be delegated to other divisional leadership and recommend delegated tasks to the Vice President.
• Provides support and assistance in the development, writing, implementation, and management of policies, processes, and programs in the areas under the jurisdiction of the Director.
• Performs complex studies and investigations in the development of policies, processes, and programs, including but not limited to, benchmarking studies, analysis on institutional data, developing needs analysis, and interpreting reports.
• Prepares written reports, position papers, and executive summaries. Communication is free from error and is written in professional style as per the direction of the Director.
• In communicating on behalf of the Director, establishes and maintains cooperative working relationships with executive and administrative officers of the university, faculty, staff, and other clients to ensure that established goals are met and problems resolved.
• Understands the power of teamwork and demonstrate strong interpersonal skills in collaborating with coworkers to provide service.
• Prepares agenda, takes notes, and prepares minutes for staff meetings lead by the Executive Director. Minutes are prepared and distributed within one week of the meeting and are distributed to the Executive Director and other attendees.
• In conjunction with the Marketing Coordinator, drafts correspondence on behalf of the Vice President. Correspondence will be written in a professional manner, free from error, and will be consistent in style with other executive communication.
• In connection with divisional leadership, ensures that a clear communication plan is developed for each new policy and program delivered. This includes providing support in the design and preparation of web-based information, written communication, broadcast emails, and other marketing information.
• Serves as a positive representative of Rutgers University and the department to all clients and co-workers.
• Maintains effective knowledge of all relevant resources and services available within the department and other like departments on campus.
• Develops creative solutions to potential and emerging public relation problems. Makes recommendations to the Associate Vice President in addressing such problems. Works proactively to ensure the image of the department is one that advocates and provides quality service.

Training Manager

• In cooperation with the Assistant Director, conducts needs assessments for university employees in the area of training & development.
• Works cooperatively with the Assistant Director to develop a comprehensive training and development program for university employees including, but not limited to open-enrollment programs and targeted training in the areas of organizational development, leadership, communication, and supervision. Oversees logistical arrangements for workshops. Analyzes feedback from employees that participate in programs.
• Works cooperatively with the Assistant Director to design and deliver training programs for university departments. Prepares and distributes comprehensive follow up reports including evaluations and related support materials.
• Facilitates workshops and seminars in a manner that promotes learning and skill acquisition.
• Continually evaluates the effectiveness of programs and makes recommendations for improvement.
• Develops curriculum and training materials to include on-line resources.
• Assists in maintaining the training database, compiles information and statistics, and prepares reports.
• Participates in the development of the department’s strategic plan and annual budget. Works cooperatively with staff in achieving goals and strategies outlined in the plan.
• Researches and identifies potential grants and awards that promote student development, workforce development, adult education, or leadership education of employees and students. Makes recommendations to supervisor on proposed grants. Identifies potential programs and service that can be funded by grants.
• Successfully negotiates, prepares, and reviews grant proposals on behalf of the department. Assures ventures are logistically feasible. Ensures grants comply with college and university policies and seeks appropriate guidance from university departments in this regard. Assists in the management and reporting of grants. Prepares appropriate reports, documentation, and materials for grant provider and university departments.

Departmental Administrator

• Meets all deadlines as indicated by supervisor.
• Accurately maintains multiple accounts. Follows all university regulations regarding the management of restricted and unrestricted accounts. Maintains effective controls of financial resources.
• Develops accurate, realistic, timely, and fiscally sound budgets. Reconciles budgets on a monthly basis. Submits budget updates to the Director on a monthly basis.
• Prepares budget documents (e.g., purchase requisitions) and dispatches within 48 hours. Ensures accuracy of expenditures listed and timely payment.
• Monitors the monthly budget status reports to ensure a balanced budget position for the unit.
• Generates user-friendly reports for staff.
• Anticipates department needs and plans accordingly. Fully expends budget to meet department needs.
• Submits completed reports with sufficient lead-time for extensive review at all levels.
• Ensures facilities are well maintained, clean, and comfortable. Serves as primary contact for the facility. In this regard develops and maintains effective relationship with other departmental staff.
• Identifies and reports facilities problems promptly.
• Contributes to short and long-range planning for the department. Prepares final annual goals document under the direction of the Director. Written plan is accurate and free from error.
• Keeps Director informed and adequately prepared for budget presentations.
• Implements and maintains proper fiscal controls.

Associate Manager Dining

• Maintains adequate levels of food and non-food supplies for daily operations.
• Ensures the accuracy of service records and timely entry of orders for Food Pro system.
• Prepares production sheets for catered events, and orders necessary food items. Feedback is given to menu committee when problems are identified.
• Ensures storage areas are clean and orderly. Items are properly stored and rotated. Maintains security and temperature control of all storage areas.
• Ensures menus and recipes are followed.
• Ensures proper receiving procedures are followed and enforced. Food Buyer is notified when delivery errors occur.
• Plans leftovers into the menu to avoid loss.
• Ensures safety, sanitation, and cleanliness standards for the unit and the division are met.
• Ensures accident and incident reports are filed properly and timely. Routinely follows up on issues noted in inspection reports, and new procedures are put in place to correct any areas of concern

Manager Dining

• Properly instructs and motivates employees to deliver friendly, helpful customer service.
• Organizes department properly to ensure completion of all service functions; adjusts schedules accordingly.
• Keeps subordinates informed about their performance; discipline is used effectively where required.
• Merchandises food and maintains a good appearance in the service area and other public areas.
• Plans and decorates for promo meals and seasonal themes to enhance customer service. Insures quality service is provided to customers.
• Is available to and regularly speaks with customers to assess needs and satisfaction.
• Completes planning responsibilities from the manager’s assignment list in a timely fashion. Promo meals are planned, and line diagrams are completed and made available. Feedback is given to chefs and associate manager when production issues are noticed. Information is also given to chefs for proper input of service records.

Associate Director

• Guides the development of a university-wide strategic plan for the program. Programmatic foci are on leadership, management, and supervisory skills. Program supports the performance-based compensation program of the university.
• Develops coherent plans for programs including program goals, objectives, outcomes, and evaluative methods. Utilizes evaluative and assessment data in the refining and development of programs.
• Develops innovative and effective approaches to provide cost-effective delivery of programs and services.
• Identifies, develops, and manages financial resources for the implementation programs and services.
• Provides appropriate direction and supervision of staff members who assist in the planning, implementation and evaluation of programs. Guides employees to ensure a high quality of programming and service delivery.
• Supervises, directs, and reviews the design, editing, and production of publications and marketing efforts related to the Professional Development Program and New Employee Welcome Programs. This includes, but is not limited to, web page information, brochures, fliers, letters of invitation and press releases.
• Oversees and directs the distribution of program promotion material to the university community. Works cooperatively with departmental staff in the development and distribution of materials in a timely and efficient manner.
• Oversees the production of the divisional newsletter. Ensures timely and efficient production schedules. Oversees the development of content and design.
• Oversees program calendar and provides information to web developer for website placement. Maintains on-going communication and collaboration with other units to ensure a comprehensive and unified listing of divisional and campus-wide programs. Updates calendar and program information. Manages workshop registration for units upon request.
• Orients, motivates, trains, and supervises employees. As called upon, recruits, motivates, trains, and supervises Graduate Interns who provide support for professional development and/or welcome programs.
• Assigns regular duties and provides organized and well-defined instruction and direction for staff under Associate Director’s supervision. Sets clear and achievable performance standards and expectations. Provides logical and timely interventions in support of staff learning and development and in adhering to departmental and University policies and procedures.
• Supports on-going professional development of professional and student staff.

Regional Engineer

• Ensures work is identified, assigned, and completed within a reasonable timeframe.
• Ensures preventative maintenance work orders are competed on time and scheduled in order to minimize interruptions to building operations.
• Works with planner/estimator to assign and prioritize long-term preventative maintenance and follow-up maintenance.
• Juggles the workforce, employs TQS techniques in cross-training mechanics and trades people in other skills.
• Ensures adequate staffing during all times.
• Maintains building and building systems to prevent unscheduled disruptions.
• Plans and implements a preventative maintenance schedule to prevent unscheduled disruptions.
• Meets with key people in area once a week and provides status of all occurrences, on a regular basis.
• Follows proper maintenance schedule to prevent unnecessary building service interruptions.
• Interruptions when needed are planned, client is informed and involved in the decision-making process, and disruptions are kept to a minimum.
• Completes all reports and studies on time.
• Conducts monthly safety training relevant topics.
• Attends all scheduled meetings.
• Conducts vendor information seminars to keep staff current.