What does an administrative aide do?
An administrative aide performs daily administrative support tasks in an office, helping to keep the workflow smooth and efficient. Their duties typically include organizing and disseminating documents, answering calls and correspondence, forwarding messages, greeting visitors and answering inquiries, and preparing and processing files. They may also participate in monitoring the inventory of office supplies, handling procurement requests when necessary. Furthermore, an administrative aide may also serve as the record-keeper of the office, updating databases in adherence to the company's policies and regulations.
Administrative aide responsibilities
Here are examples of responsibilities from real administrative aide resumes:
- Support medical doctors, manage sensitive and confidential records pertaining to high risk patients with emphasis on accuracy.
- Job costing (normal), A/R.
- Design charts for GBR-P and UEWR manuals using Powerpoint for the radar group.
- Reconcile A/R and A/P; contact vendors and customers to resolve account discrepancies.
- Design and prepare PowerPoint presentations.
- Process payroll for the department maintaining accuracy on all documentation.
- Administer graduate/undergraduate student payroll, reimbursement, travel, and audits.
- Support engineering department by proofreading written proposals and delivering plans to clients.
- Process appropriate forms by reviewing, proofreading for errors and inserting appropriate information.
- Implement a solution for staffing restructure that reduce overall salary expense while maintaining productivity for a rehabilitation inpatient nursing unit.
- Type subpoenas for felony trials upon an attorney or police officer request.
- Type subpoenas, file documents with court (often on expedite basis) and expunge file.
- Schedule appointments to perform HUD require interviews making sure contractors/sub-contractors follow lead-safe rules and regulations.
Administrative aide skills and personality traits
We calculated that 15% of Administrative Aides are proficient in Customer Service, Word Processing, and Proofreading. They’re also known for soft skills such as Interpersonal skills, Organizational skills, and Writing skills.
We break down the percentage of Administrative Aides that have these skills listed on their resume here:
- Customer Service, 15%
Provided quality customer service to consultants and central administrative regarding purchasing and procurement processes.
- Word Processing, 14%
Perform general word processing, spreadsheet and data entry duties utilizing intermediate-level functions.
- Proofreading, 13%
Processed appropriate forms by reviewing, proofreading for errors and inserting appropriate information.
- Data Entry, 10%
Perform data entry of student and alumni information, prepared mailings and other related administrative tasks as required.
- Clerical Support, 6%
Provided clerical support by maintaining records, reconciling accounts, insurance billing, preparation and distribution of correspondence and meeting material.
- Database Management, 5%
Worked directly under lead web developer in database management and customer relations.
"customer service," "word processing," and "proofreading" are among the most common skills that administrative aides use at work. You can find even more administrative aide responsibilities below, including:
Interpersonal skills. To carry out their duties, the most important skill for an administrative aide to have is interpersonal skills. Their role and responsibilities require that "secretaries and administrative assistants interact with clients, customers, or staff." Administrative aides often use interpersonal skills in their day-to-day job, as shown by this real resume: "maintain excellent interpersonal relationships with all babcock center staff. "
Organizational skills. Many administrative aide duties rely on organizational skills. "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently.," so an administrative aide will need this skill often in their role. This resume example is just one of many ways administrative aide responsibilities rely on organizational skills: "provided organizational and technical support in the hr department servicing ten catholic charities' agencies. "
Writing skills. This is an important skill for administrative aides to perform their duties. For an example of how administrative aide responsibilities depend on this skill, consider that "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." This excerpt from a resume also shows how vital it is to everyday roles and responsibilities of an administrative aide: "spend an average of 4-6 hours a week in excel writing the financial reports. ".
The three companies that hire the most administrative aides are:
- New York University27 administrative aides jobs
- Michigan Technological University12 administrative aides jobs
- Columbia University in the City of New York8 administrative aides jobs
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Compare different administrative aides
Administrative aide vs. Department secretary
A department secretary is responsible for providing administrative and clerical support to a specific department, ensuring smooth operations to maintain high-quality services to the customers and business partners. Department secretaries should have excellent knowledge of office management principles, especially on data processing procedures and customer service processes. They handle the scheduling of meetings and conferences, responding to customers' inquiries and concerns, directing visitors to the appropriate personnel and department, sorting files, and submitting business transactions and financial reports. A department secretary also recommends strategic procedures to generate more revenues and increase the company's profitability.
While similarities exist, there are also some differences between administrative aides and department secretary. For instance, administrative aide responsibilities require skills such as "proofreading," "database management," "financial aid," and "grants management." Whereas a department secretary is skilled in "patients," "medical terminology," "patient care," and "patient appointments." This is part of what separates the two careers.
Department secretaries earn the highest salaries when working in the government industry, with an average yearly salary of $36,935. On the other hand, administrative aides are paid more in the utilities industry with an average salary of $40,662.department secretaries tend to reach similar levels of education than administrative aides. In fact, department secretaries are 2.7% less likely to graduate with a Master's Degree and 0.3% less likely to have a Doctoral Degree.Administrative aide vs. Aide
Aides are personal employees of their clients who commonly have health issues that render them unable to do certain tasks. They help out their clients with activities they may need assistance in. They may do personal errands such as grocery shopping, cleaning, and cooking. They also provide care for their clients by helping them bathe, dress, brush their teeth, and other personal hygiene activities. Aides also help their clients walk, sit, and eat if their clients' motor functions are compromised. Aides are expected to be patient, caring, and trustworthy.
While some skills are similar in these professions, other skills aren't so similar. For example, resumes show us that administrative aide responsibilities requires skills like "word processing," "proofreading," "data entry," and "clerical support." But an aide might use other skills in their typical duties, such as, "patients," "patient care," "cpr," and "compassion."
Aides may earn a lower salary than administrative aides, but aides earn the most pay in the health care industry with an average salary of $27,848. On the other hand, administrative aides receive higher pay in the utilities industry, where they earn an average salary of $40,662.Average education levels between the two professions vary. Aides tend to reach similar levels of education than administrative aides. In fact, they're 2.7% less likely to graduate with a Master's Degree and 0.3% less likely to earn a Doctoral Degree.Administrative aide vs. Executive administrator
An executive administrator is responsible for assisting the senior management staff in planning strategies and analyzing business decisions to achieve the company's goals and objectives. Executive administrators schedule meetings and handle appointments, as well as helping with the implementation of training and programs for the employees to reach their maximum operational potential and increase productivity to meet projects' demands and ensure the highest customer satisfaction. They must have exceptional time-management and organizational skills, especially on performing administrative and clerical duties as needed, as well as excellent communication skills to respond to clients' inquiries, concerns, and requests.
The required skills of the two careers differ considerably. For example, administrative aides are more likely to have skills like "proofreading," "clerical support," "database management," and "front desk." But a executive administrator is more likely to have skills like "office procedures," "financial statements," "calendar management," and "human resources."
Executive administrators earn the highest salary when working in the technology industry, where they receive an average salary of $58,323. Comparatively, administrative aides have the highest earning potential in the utilities industry, with an average salary of $40,662.Most executive administrators achieve a similar degree level compared to administrative aides. For example, they're 2.5% more likely to graduate with a Master's Degree, and 0.1% more likely to earn a Doctoral Degree.Administrative aide vs. Office administrator
Office administrators are employees who ensure that the office is running in tip-top shape. They manage the administrative needs of the office. They answer calls directed to the official company phone, manage the inventory of supplies, take charge or purchase requisitions for needed supplies, and ensure the office equipment and fixtures are taken care of. Office administrators also manage correspondences, official memoranda, and other official company documents. They also keep track of files and records to ensure that these are properly organized. At times, office administrators also take charge of welcoming guests and accompanying them to their respective meetings.
Types of administrative aide
Updated January 8, 2025
