Administrative Specialist


Series Description - F.35
Administrative Specialist (7646) SIZE-NEUTRAL

August 1, 1993 -- SIZE-NEUTRAL MARCH 1995


This class is intended for positions that are assigned administrative 
responsibilities within a department, board of study, school or college.  
Incumbents perform and may supervise a wide variety of duties, which may 
include program administration, organizational analysis, special assignments, 
budgets, contracts, facilities, systems, and personnel.  Incumbents typically 
perform work that requires interpretation of policy; participates in short- 
and long-range planning and policy or program development; and provide 
recommendations based on significant knowledge of the organization's 
professional objectives and activities.

A&PS Benchmark Description

The benchmark class is Administrative Specialist.  Incumbents typically perform 
a variety of professional and administrative duties in support of the day-to-day 
operations of a function, program, and/or department; assist in program planning
and development; interpret, monitor and analyze information regarding operating 
policies and procedures; administer budgets; and coordinate academic and/or staff 
personnel matters.  Incumbents resolve problems that have a significant impact on 
the overall goals of the department.

The fully operational class is Administrative Specialist.

Certification or Licensure Requirements:  None



In the Administrative Specialist series, incumbents typically perform 
professional and administrative duties in support of the day-to-day operations 
of a function, program and/or department. The Administrative Specialist 
classification encompasses two types of positions: 

Concept 1 -  Positions that are primarily focused on the management of a unit/
department  or program.  Positions in this category are allocated to this 
classification based on the evaluation of the position according to the 
existing supplemental guidelines for the Management Services Officer series.  
Positions evaluated between 330 and 400 points using the Irvine MSO Factor 
Allocation Method meet the criteria for allocation to the Administrative 
Specialist classification.  Reclassification review packages submitted for 
positions that will be evaluated based on Concept 1 need to include a 
completed MSO questionnaire.

Administrative Specialist positions, defined according to Concept 1, 
typically exercise a greater degree of decision-making authority over a 
broader range of administrative functions of a unit/department than unit 
manager types of positions in the clerical/ administrative series 
(Administrative Assistant III).

Administrative Specialist positions typically can be distinguished from 
positions in the Management Services Officer series by the degree of 
decision-making authority for human, financial, space, facilities, 
information, and material resources as well as the scope of decision-making 
as reflected by the total point allocation using the MSO factors (See 
Concept 1 Factors listed below).

Concept 2 -  Positions that are primarily focused on the performance of 
operational analysis of a function, program, and/or department.  Positions in 
this category are allocated to the Administrative Specialist classification  
based on the majority of the duties and responsibilities (at least  50%) 
meeting the criteria outlined in the supplemental guidelines on the next page.  

Administrative Specialist positions, defined according to Concept 2, can be 
distinguished from positions in the clerical/administrative series by the 
performance of analytical work and the broader scope of the assignments. 
Positions in the Clerical/Administrative series may be required to analyze 
problems and make determinations about specific actions to take.  However, 
analysis is limited to the completion of administrative processes.  

Administrative Specialists perform a broader scope of analysis of 
administrative operations, which may extend beyond procedural methods of 
work.  The emphasis of the Administrative Specialist series is on the 
performance of operational analysis rather than the task-oriented 
accomplishment of administrative functions.

Administrative Specialist positions can be distinguished from positions in 
the Administrative Analyst series by the primary emphasis of the analytical 
duties performed.  In the Administrative Analyst series, incumbents are 
typically responsible for analytical studies that are conducted on a project-
basis.  Administrative Analysts may also provide a consultative service to 
the campus.  In the Administrative Specialist classification, incumbents 
perform analysis of the administrative operations of a function, program 
and/or department.  Key distinction:  type of analytical duties (An 
Administrative Analyst conducts analysis with broad scope on a project-basis; 
an Administrative Specialist conducts analysis typically limited to the 
administrative functions of a particular unit/department or program).

CONCEPT 1 FACTORS (Key Management Services Officer Factors):

Financial Management:  This factor measures the limits of the position's 
responsibility for and discretion in the area of financial management.

Planning:  This factor measures the position's requirement for developing 
plans for present and future unit/department operations.  For example: 
staffing levels to meet changes in workload; work methods to meet various 
time constraints or pre-established work output requirements; organizational 
changes to meet additions to unit/department's mission; space and/or equipment 
planning to meet changing technologies.  This factor encompasses the scope of 
planning for operations, organizational structure, resources, and programs.

Program Authority:  This factor measures the amount of delegated authority the 
position has in administering [rogrammatic areas and their respective 

Decision-making:  This factor measures the degree to which the duties of the 
position require the exercise of judgment in decision-making. Positions may be distinguished in terms of the scope of decision-making; existing precedents, 
procedures, and policies; consequence of error; and difficulty in arriving at 

Policy Determination:  This factor measures the level of responsibility 
assigned to the position for policy determination as indicated in the breadth 
of applications across segment(s) of the campus, effect on unit/department 
operations, and contribution to the attainment of the goals of the unit/

Analysis:  This factor measures the extent to which the duties of the position 
require problem identification, definition of objectives, comparison, 
evaluation, and synthesis of data; and the level, scope, and volume of 

Applied Skills and Knowledge:  This factor measures the degree of skills and/
or knowledges that required by the position for successful job performance 
and that are typically acquired from formal training education or substantial 
work experience.  


Level of Independence - Administrative Specialists function under general 
supervision and within the limits of established policies, procedures, 
priorities, and guidelines.  Work assigned typically requires significant 
in-depth knowledge of the unit/department's professional objectives and 

Scope of Responsibility - Provide analytical support to the administrative 
operations of unit/department or program.  Minimal emphasis on determining 
procedural methods of work.  Significant emphasis placed on analysis that 
supports professional objectives and activities in the areas of  policy 
development, program planning, utilization of resources.  

III. Problem-solving:

Difficulty - Problems are not only complex but of broad scope, encompassing 
the realm of policy or program development rather than policy applications 
or procedural methods of work. Resolution requires analysis that involves 
the evaluation of the department's professional activities as well as 
administrative policies.

Method - Analytical duties are the central focus of the position.  
Incumbents typically apply a variety of approaches to analyze a specific 
problem and present recommendations regarding new administrative approaches.  Recommendations encompass the realm of policy or program development rather 
than policy applications or procedural methods of work.

Participation in long-range planning - Participation in long-range planning 
involves performing analysis of operational policies, resource utilization, 
etc., and developing recommendations for department management.  In 
addition, participation in long-range planning extends beyond clerical/
administrative needs of department to encompass resource utilization and 
allocation, programmatic changes, and policy development.