Navigating Administrative Careers in Colleges: Job Descriptions and Opportunities
Harvard’s administrative and professional staff play critical roles in supporting all aspects of the enterprise by creating and managing the administrative infrastructure and providing professional expertise across a diverse range of job functions, from research and academic administration to athletics, communications, finance, alumni affairs and development, and more. Within the framework of higher education, administrative jobs are essential for ensuring the smooth operation of colleges and universities. These roles encompass a wide array of responsibilities, from supporting academic departments and student services to managing finances and coordinating events. This article delves into the diverse landscape of administrative jobs in colleges, providing insights into job descriptions, required skills, career paths, and future outlook.
Understanding the Job Framework
To support greater understanding of career paths for staff at the professional and managerial levels - for both current and prospective employees - we are developing a Job Framework. The Framework encompasses a set of standards for each Job Function, including core job descriptions, titles, and levels. The Job Framework consists of:
Job Functions: Major areas of recognized professional expertise and practice in industry or in higher education, such as finance, IT, faculty and student services, and research. Within Job Functions, there are Job Families that represent sub-functions or sub-specialties.
Job Families: A grouping of similar, related jobs within a Job Function. People in these jobs perform the same kind of work and require different levels of skills and responsibility as they advance from entry- to senior level positions. For instance, within the Finance Job Function, there are families (or sub-functions) like auditing, accounting, and financial planning and analysis.
Job Description: Core duties and responsibilities, level of skill, experience, and education required for a job (along with the salary grade).
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Levels and Types of Administrative Roles
Administrative positions in colleges and universities are structured in a hierarchical manner, with increasing levels of responsibility and skill requirements. Here's an overview of some common administrative roles:
Entry-Level Positions
Administrative Associate I: This role involves performing entry-level administrative support work under supervision. The Administrative Associate I works under supervision and performs entry-level administrative support work.
Customer Service Associate I: This position focuses on providing excellent customer service to students, faculty, and visitors. The Customer Service Associate I is responsible for providing excellent customer service.
Mid-Level Positions
Administrative Associate II: Under general supervision, these professionals are primarily responsible for administrative work, handling a variety of tasks to support the smooth functioning of an office or department. The Administrative Associate II, under general supervision, is primarily responsible for administrative work.
Administrative Associate III: These individuals perform daily office support activities to ensure efficiency and effectiveness for the office, often promoting a positive and welcoming environment. The Administrative Associate III, under general supervision, performs daily office support activities to ensure efficiency and effectiveness for the office. Promotes a respectful, positive, and welcoming environment.
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Customer Service Associate II & III: Continuing to provide excellent customer service, these roles may involve more complex problem-solving and a deeper understanding of college policies and procedures. The Customer Service Associate II is responsible for providing excellent customer service. The Customer Service Associate III is responsible for providing excellent customer service. Welcomes and checks in guests, assisting them with their questions and needs.
Creative Industry Relations Coordinator: This role works collaboratively with directors for academic programs related to specific creative industries (Music, Visualization, Dance, Theatre, etc.) to build, enhance, and sustain relationships between the university and significant employers, professional/trade organizations, advocacy groups, and individuals in creative industries nationally and in the State of Texas. Collaborates to align academic programs with industry needs and trends. Represents the department to major creative industry partners and coordinates with development efforts.
Advanced Administrative Roles
Administrative Associate IV: These positions provide advanced administrative support, often requiring a high level of organizational skills and attention to detail. The Administrative Associate IV provides advanced administrative support.
Executive Assistant I, II, & III: These roles provide administrative support to high-level administrators or executive leadership team members, coordinating high-level operations of a college or division. The Executive Assistant I, under general supervision, provides administrative support to high level administrators or an executive leadership team member. Work involves coordinating high-level operations of a college or division. The Executive Assistant II, under general supervision, provides administrative support to high level administrators or an executive leadership team member. Work involves coordinating high-level operations of a college or division. The Executive Assistant III, under general supervision, provides administrative support to high level administrators or an executive leadership team member. Work involves coordinating high-level operations of a college or division. Provides expert technical guidance and advice on administrative matters to college or division executives, management, or staff.
Senior Administrative Coordinator I & II: These roles coordinate administrative support for a unit or specialized activity, exercising discretion and independent judgment with respect to matters of significance. Senior Administrative Coordinator I works under direction and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance. Senior Administrative Coordinator II works under direction and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance. This job description is currently under development.
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Specific Job Duties and Responsibilities
The following guide outlines the basic functions and requirements of positions in the administrative job family, describes general job duties and outcomes, and provides education and experience requirements at each grade. Provides administrative support to unit management by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports and documents. Schedules appointments, arranges and coordinates logistics for events and meetings. Processes various administrative documents and data. Creates routine informational materials. Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Administrative Assistant in the achievement of unit goals. May assist in basic unit supporting research activities, perform some fiscal support functions, and/or serve as liaison within and outside unit. Works under direct supervision, with specific instructions on routine or semi routine work and within established work parameters for the unit. Work is usually reviewed upon completion. and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing.
Provides administrative support to unit management by coordinating the administration of programs, projects, and/or processes and by organizing and coordinating unit operations. Prioritizes work, resolves routine conflicts and issues, and prepares and implements administrative guidelines and procedures for unit. Provides routine and non-routine information and explanations to clients. Creates informational materials; provides general unit supporting research, analysis, and proposal data; prepares, processes, and controls records, statistics, reports and documents; and/or performs some fiscal support functions. Schedules appointments, arranges and coordinates design and logistics for events and meetings, and completes other work consistent with a broad understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Senior Administrative Assistant in the achievement of unit goals. May serve as liaison within and outside unit. Works under general supervision, within established work parameters, with few direct instructions. Carries out routine and non-routine tasks with occasional review of work outputs by supervisor. and/or experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.
Provides administrative support to unit management by organizing, coordinating, and supervising daily unit operations. Coordinates the administration of programs, projects, and/or processes. Prioritizes and supervises work, resolves routine conflicts and issues, prepares and implements administrative guidelines and procedures, and provides oversight and facilitation. Provides routine and non-routine information and explanations to clients. Creates informational materials; provides general unit supporting research, analysis, and proposal data; prepares, processes, and controls records, statistics, reports, and documents; and/or performs some fiscal support functions. Schedules appointments; arranges and coordinates design and logistics for events and meetings; and completes other work consistent with a broad understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Department Administrator in the achievement of unit goals. May serve as liaison within and outside unit. Works under general supervision, within established work parameters, with few direct instructions. Carries out routine and non-routine tasks with occasional review of work outputs by supervisor. and/or experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.
Provides overall administrative management and supervision of the daily operations and performance of a complex academic, research, operational, or administrative university unit. Ensures accurate and timely processing of requests and actions, and professional, prompt, and courteous service to clients. Develops, restructures, and supervises the implementation of procedures and processes. Provides oversight, facilitation, and supervision of academic support and policy interpretation; purchasing, personnel, space and facilities planning; major event design, promotion, and implementation; and may oversee business processes. Resolves a diverse range of problems consistent with an understanding of the mission, vision, role, and goals of the unit and with a comprehensive understanding of administration/office management in accordance with management principles, applicable regulations, and university policies and procedures. Interprets, communicates, and implements policies and practices for differing needs of a diverse client population. Establishes performance standards, conducts evaluations, and has authority to hire and fire staff. Works independently with broadly defined work objectives and limited review of overall results. management, or related field; or an equivalent combination of education and/or experience that demonstrates comprehensive knowledge and understanding of management and administrative principles and practices.
Provides support to unit management by assisting with the coordination and administration of programs, projects, and/or processes and with the planning, preparation, and control of communications, events, records, statistics, reports, and documents. Arranges and coordinates logistics and assists with content of events and meetings. Assists with the development of processes, evaluates program effectiveness, and may manage program supplies. Assists with the analysis of various administrative documents and program data, creates routine informational materials, and aids in promotional areas of marketing support. Work is consistent with a basic understanding of the mission, vision, role, and goals of the administrative, academic, or research unit. May assist in basic research support activities and serve as liaison within and outside unit. Work is performed under direct supervision, with specific instructions on routine or semi-routine work and established work parameters for the unit. Work is usually reviewed upon completion. and/or experience that demonstrates knowledge and understanding of program coordination, organization, facilitation, report analysis, writing, and promotion/outreach.
processes with the planning, preparation, evaluation, and control of communications, events, records, statistics, reports, and documents. Interprets agreements and ensures accuracy of deliverables. May work with students for placement in programs/internships and in many cases will have an external focus for completion of successful initiatives. Develops processes, evaluates program effectiveness, and identifies and recruits additional program resources. Assists with the undertaking of on-site evaluations of programs and services, assesses service levels and program progress, and prepares appropriate recommendations. Serves as liaison with various public and private institutions and agencies to determine special program requirements, modifications, or innovations. Work is consistent with an understanding of the mission, vision, role, and goals of the administrative, academic, or research unit. May assist in research support activities. Carries out routine and semi-routine work within work parameters for the unit and under general supervision. Requires a bachelor’s degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of coordination, organization, facilitation, report analysis, writing, and promotion/outreach.
Administers and coordinates the development of policy, research studies, and comprehensive planning documents for the department. Oversees the day-to-day administration of programs, projects, and/or processes regarding the planning, preparation, evaluation, and control of communications, events, records, statistics, reports, and documents. May also oversee the operation of satellite office(s) including people, budget, and facilities. Where applicable, reviews curriculum workbooks and writes draft edits. Develops and distributes the annual program calendar, operational processes, and program effectiveness evaluation. Identifies and tracks competitive programs and benchmarks. Develops and maintains effective relationships with various public and private institutions and agencies to assess program requirements, modifications, or innovations. Work is consistent with an understanding of the mission, vision, role, and goals of the administrative, academic, or research unit. May assist in research support activities. Carries out routine and semi-routine work within work parameters for the unit and under general supervision upon completion. Requires a bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of program design and execution, coordination, organization, facilitation, report analysis, writing, and promotion/outreach.
Postsecondary Education Administrators
Postsecondary education administrators oversee student services, academics, and faculty research at colleges and universities. Education administrators’ duties depend on the size of their college or university. Small schools often have small staffs that take on many different responsibilities, but larger schools may have different offices for each of these functions.
Admissions Officers: Decide which applicants should be admitted to the school and prepare promotional materials about the school. Postsecondary education administrators who work in admissions decide which applicants should be admitted to the school. Admissions officers also prepare promotional materials about the school.
Provosts and Academic Deans: Provosts, also called chief academic officers, help college presidents develop academic policies, participate in making faculty appointments and tenure decisions, and manage budgets. They also oversee faculty research at colleges and universities. Academic deans coordinate the activities of the individual colleges or schools. Postsecondary education administrators may be provosts or academic deans. Provosts, also called chief academic officers, help college presidents develop academic policies, participate in making faculty appointments and tenure decisions, and manage budgets. They also oversee faculty research at colleges and universities. Academic deans coordinate the activities of the individual colleges or schools.
Registrars: Maintain student and course records, helping students sign up for, drop, and add courses. Postsecondary education administrators who work in the registrar’s office, sometimes called registrars, maintain student and course records. Registrars’ duties vary throughout the school year. During registration and at the beginning of the academic term, for example, they help students sign up for, drop, and add courses.
Student Affairs Administrators: Responsible for a variety of cocurricular school functions, specializing in areas such as student activities, housing and residential life, or multicultural affairs. Postsecondary education administrators who work in student affairs are responsible for a variety of cocurricular school functions. Postsecondary education administrators in student affairs may specialize in areas such as student activities, housing and residential life, or multicultural affairs. In student activities, they plan events and advise student clubs and organizations. In housing and residential life, they assign students to rooms and match them with roommates, ensure that residential facilities are well maintained, and train residential advisers. In multicultural affairs, they plan events to celebrate different cultures and diverse backgrounds.
Essential Skills and Qualifications
To succeed in administrative roles in colleges, certain skills and qualifications are essential:
Education: Postsecondary education administrators typically need a master’s degree. However, there will be some opportunities for those with a bachelor’s degree. Postsecondary education administrators typically need a master’s degree. However, there will be some opportunities for those with a bachelor’s degree. Postsecondary education administrators typically need a master’s degree. However, a bachelor’s degree may be sufficient for positions at small colleges and universities. Provosts and deans often must have a Ph.D. Some begin their careers as professors and later move into administration.
Experience: Employers typically prefer to hire candidates who have several years of experience in a college administrative setting. Some postsecondary education administrators work in the registrar’s office or as a resident assistant while in college to gain the necessary experience.
Computer Skills: Proficiency in various software applications and databases is crucial for managing data, creating reports, and communicating effectively. The following are examples of qualities that are important for these workers to perform their duties. Computer skills.
Interpersonal Skills: The ability to build good relationships with colleagues, students, and parents is vital for effective communication and collaboration. Postsecondary education administrators need to build good relationships with colleagues, students, and parents. The following are examples of qualities that are important for these workers to perform their duties. Interpersonal skills. Postsecondary education administrators need to build good relationships with colleagues, students, and parents.
Organizational Skills: Strong organizational skills are necessary for managing multiple tasks, prioritizing responsibilities, and maintaining accurate records. The following are examples of qualities that are important for these workers to perform their duties. Organizational skills.
Problem-Solving Skills: The capacity to identify and resolve issues efficiently is essential for ensuring smooth operations and addressing student or faculty concerns. The following are examples of qualities that are important for these workers to perform their duties. Problem-solving skills.
Career Outlook and Advancement
The job market for postsecondary education administrators is expected to remain stable, with opportunities arising from the need to replace retiring workers and those transferring to other occupations. Education administrators with advanced degrees may be promoted to higher level positions within their department or the college.
Job Growth: Most of those openings are expected to result from the need to replace workers who transfer to different occupations or exit the labor force, such as to retire. People will continue to seek postsecondary education to accomplish their career goals. Additional admissions officers will be needed to process students’ applications. Registrars will be needed to direct student registration for classes and ensure that they meet graduation requirements.
Salary Expectations: The median annual wage for postsecondary education administrators was $103,960 in May 2024. The median wage is the wage at which half the workers in an occupation earned more than that amount and half earned less.
Potential Challenges: Despite expected increases in enrollment, employment growth in public colleges and universities will depend on state and local government budgets. If there is a budget deficit, postsecondary institutions may lay off employees, including administrators.
Additional Resources
Occupational Employment Projections: These estimates are available for the nation as a whole, for individual states, and for metropolitan and nonmetropolitan areas. The link below goes to OEWS data maps for employment and wages by state and area. Occupational employment projections are developed for all states by Labor Market Information (LMI) or individual state Employment Projections offices. All state projections data are available at www.projectionscentral.org. Information on this site allows projected employment growth for an occupation to be compared among states or to be compared within one state.
CareerOneStop: This resource includes hundreds of occupational profiles with data available by state and metro area. There are links in the left-hand side menu to compare occupational employment by state and occupational wages by local area or metro area.
Related Occupations
This table shows a list of occupations with job duties that are similar to those of postsecondary education administrators.
Public Relations Managers: Direct the creation of materials that will enhance the public image of their employer or client. Public relations managers direct the creation of materials that will enhance the public image of their employer or client.
School Counselors: Help students develop academic and social skills. School counselors help students develop academic and social skills.
Sample Position Description Language
- This position supports the division / department director in maintaining the routine functions of the academic day and school year. In addition, the administrative assistant assists with special activities, some of which involve attendance at evening events. The administrative assistant must exercise excellent judgment and communication skills to deal with a broad spectrum of people, including faculty, staff, administration, students, and parents.
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