UCI Series Concepts--UCI SIZE-NEUTRAL SUPPLEMENTAL GUIDELINES
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
ADMINISTRATIVE SPECIALIST SUPPLEMENTAL GUIDELINES
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
CONCEPT 2 FACTORS:
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.
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
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.