Assistant Administrator Job Description: Top Duties and Requirements

An Assistant Administrator is responsible for providing administrative and clerical support to the employees of an organization. The primary duties of an Assistant Administrator include answering phones, scheduling appointments, and setting up and managing staff meetings and company events.

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Assistant Administrator duties and responsibilities

An Assistant Administrator works with the company as a whole and has many clerical and administrative responsibilities. In general, some Assistant Administrator duties and responsibilities include:

  • Writing memos and managing correspondences
  • Creating invoices and managing receipts 
  • Preparing spreadsheets and other related reports
  • Maintaining company files and databases
  • Purchasing office supplies and dealing with vendors and suppliers
  • Maintaining all office equipment such as printers, fax machines, and photocopiers
  • Delivering mail and sending faxes as needed 
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Assistant Administrator Job Description Examples:

 

Example 1

Looking for a dental assistant to work Monday- Thursday and [phone a month to assist the owner and main dentist in the clinic. We are a small dental clinic whose staff and patients are treated like family. This job has the potential to transition to a dental administrator position after [phone number]year and the room for growth into an managerial position should the right person demonstrate the skills of leadership and training. We are looking for a patient oriented individual who pays attention to detail and a passion for giving the patients the best possible experience with a gentle and understanding approach. Any interested candidates, please email your resume and references. Job Types: Full-time, Permanent Salary: $[phone number][phone number]$[phone number][phone number]per hour Additional pay: * Bonus pay * Overtime pay Benefits: * Dental care Experience: * Dental Assisting: [phone number]year (preferred) * Dental Assistant license (required) Work remotely: * No

Example 2

Part time administrator wanted for privately owned healthcare clinic located on the University of Victoria campus. Must be available Monday, Tuesday, Wednesday, approximately [phone number][phone number]hours per week. Previous experience an asset but not necessary. Must be computer literate and able to work independently. A proven track record of leadership and problem-solving skills is a huge asset. Job Type: Part-time Schedule: * Day shift * Monday to Friday COVID-[phone All patients must fill out a Covid screening questionnaire, the clinic space is thoroughly wiped down between each patient. Only one patient is allowed at a time inside the practice. Work remotely: * No

What does an Assistant Administrator do?

An Assistant Administrator performs clerical and administrative tasks to ensure that a company runs smoothly and efficiently. They perform a variety of administrative duties such as corresponding with clients, responding to emails, directing inquiries to appropriate people within the company, and taking messages. An Assistant Administrator also sometimes manages catering and audiovisual requirements for corporate events, and works with vendors and suppliers. 

Other tasks that are also often part of an Assistant Administrator’s duties include editing documents, bookkeeping, and filing. An Assistant Administrator may also be required to prepare presentations for their supervisor or manager and prepare monthly or quarterly reports, depending on the type of products or services they offer. They may also be responsible for ensuring office expenses stay within budget. 

Assistant Administrator skills and qualifications

An Assistant Administrator ensures that the core functions of an organization run efficiently. Here are a few examples of an Assistant Administrator’s skills and qualifications:

  • Excellent written and verbal communication skills exhibited through personal, phone, or email contact
  • Excellent interpersonal skills
  • Ability to multitask while maintaining high attention to detail
  • Ability to work with staff across multiple departments 
  • Experience with office software and equipment
  • Competency in writing reports and handling presentations
  • Knowledge in creating spreadsheets, management budgets, and office finances

Assistant Administrator experience requirements

The position of an Assistant Administrator is considered to be an entry-level role. Most Assistant Administrators gain experience on the job while performing their day-to-day tasks. Therefore, basic correspondence and communication skills are usually sufficient for most entry-level Administrative Assistant positions. 

However, in certain positions such as those in the medical or legal fields, Assistant Administrators may be required to have previous experience working in a similar capacity. Technical vocabulary and skill proficiency related to these are needed to perform the functions properly. Assistant Administrators who work at the executive level are usually required to have several years of previous related experience. They will also need to be more qualified in terms of having a related degree or diploma. 

Assistant Administrator education and training requirements

Applicants interested in the position of an Assistant Administrator should generally have a high school diploma or equivalent. They should also have a firm grasp on efficiently using word processing and spreadsheet programs. Specialized Assistant Administrators in medical and legal fields need a basic know-how of industry-specific terminology and practices, while Assistant Administrators for higher-level executives ideally have a college or university degree.

Assistant Administrator salary expectations

According to Indeed Salaries, the average salary for an Assistant Administrator is $18.07 per hour in Canada. Rates may be dependent on the candidate’s experience, location, and company.

Job description samples for similar positions

If an Assistant Administrator is not quite what you are looking for, some other job description samples include:

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Assistant Administrator job description FAQs

What qualities make a good Assistant Administrator?

A good Assistant Administrator will have the basic qualities to be able to perform well in an office setting. These include excellent communication skills, report and presentation writing skills, and appointment scheduling skills. Also, a good Assistant Administrator will be familiar with most word processing software and accounting software tools such as QuickBooks. 

How can you make your Assistant Administrator job description stand out?

A good job description for an Assistant Administrator clearly outlines the relevant skills, experience and education requirements. It should also include a description of the company’s values and corporate culture to attract candidates who are a good fit. As administration is necessary for virtually every industry, specific details about the company’s goals and products or services give candidates a clear understanding of the environment they’ll be working in. A competitive salary and benefits like flexible hours, healthcare, or extended vacation time are great ways to make the job description stand out.  

Who does an Assistant Administrator report to?

An Assistant Administrator reports to the Head of the Department. If the Assistant Administrator is at an executive level, they will have to report directly to the Executive in charge. In a smaller organization, the Assistant Administrator may report directly to the owner or CEO.

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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