| Job Family | General Administration |
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| Job Function | Administrative Operations |
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| Job Category | Represented |
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| Job Summary | Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff. |
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| Job Title | Administrative Officer 2 CX | Administrative Officer 3 CX | Administrative Officer 4 CX |
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| Job Code | 4263 | 4800 | 4801 |
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| Per. Program | PSS | PSS | PSS |
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| FLSA | Non-Exempt | Exempt | Exempt |
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| Generic Scope | Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. | Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. | Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. |
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| Custom Scope | Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope. Normally, you would use the bargaining unit job code for work covered by the title. If this is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential – meaning employee’s duties normally require access to confidential information which contributes significantly to the development of management’s positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees or 3) Supervisory – supervises employee as regular part of the job duties, then you would be the generic title without the CX ending. | Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Normally, you would use the bargaining unit job code for work covered by the title. If this is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential – meaning employee’s duties normally require access to confidential information which contributes significantly to the development of management’s positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees or 3) Supervisory – supervises employee as regular part of the job duties, then you would be the generic title without the CX ending. | Uses advanced administrative concepts and organization objectives to resolve complex issues. Manages, plans, administers and coordinates the administrative operations of a small to mid-sized academic or non-academic department or organizational unit, the operations of which are significantly complex and / or broad in scope. Typically reports to a Chair, Director, or equivalent administrative management. Performance of administrative operations activities are the predominant focus of position; may supervise support staff or small number of professional staff within or outside the scope of main business activities (e.g., student services, facilities, etc.). Performs short and long-term planning for the function. Regularly works on highly complex issues where analysis of situations or data requires an in-depth evaluation of variable factors. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Erroneous decisions or failure to achieve goals result in additional costs, and serious delays in overall schedules. Normally, you would use the bargaining unit job code for work covered by the title. If this is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential – meaning employee’s duties normally require access to confidential information which contributes significantly to the development of management’s positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees or 3) Supervisory – supervises employee as regular part of the job duties, then you would be the generic title without the CX ending. |
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| Key Responsibilities | Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety. Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc. Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Develops and maintains budgets. Participates in the development and revision of standard operating procedures and guidelines. Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures. Conducts trend analyses and helps develop resulting recommendations. Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. | Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program. Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants. Develops and prepares budgets and financial reports for funding which may be complex. Performs recharge administration. Provides input into non-technical portions of grant and contract proposals. Coordinates and participates in a variety of human resources activities including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit / department. Gathers, analyzes, prepares and summarizes financial and HR reports. May supervise a small staff of support employees and / or students. Performs studies for resource plans, including approaches, trends, sources and uses. Serves on committees, representing department / unit. Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents. Develops and implements procedures for supply inventory and to keep equipment in good working condition. Administers facilities and space logistics and manages equipment needs. Acts as safety coordinator. May assist with fundraising related duties. | Manages, plans, and administers a full range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program, where operations are significantly complex in terms of budgetary funding, number of faculty, staff and students, and / or are broad in scope due to focus of operations (e.g., computer or wet lab space and equipment, fundraising, grant writing, etc.). Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, recharge administration and / or contracts and grants. Develops and prepares complex budgets with multiple funding sources for grants, general appropriations, and endowments. Prepares short and long range planning for administrative services operations and improvements to processes. Provides analysis for highly complex budgetary funding, financial and resource projects. May serves as special resource for pre- and post-contracts and grants work, interpreting regulations and guidelines on grants and / or contracts, ensuring expenses are paid according to contract, and / or monitoring contract and grant expenditures. Performs administrative operations activities as predominant focus of position, with accountability for operational and budget processes, staff FTE, finance, human resources and space planning. Typically supervises support staff or small number of professional staff within or outside the scope of main business activities (e.g., student services, facilities, etc.). Applies advanced concepts to perform analysis to determine future resource allocations on projects. Represents the department on business issues to the institution community and serves on committees. |
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| Education | Bachelor’s degree in related area and / or equivalent experience / training | Bachelor’s degree in related area and / or equivalent experience / training | Bachelor’s degree in related area and / or equivalent experience / training |
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| Knowledge, Skills and Abilities | Ability to use sound judgment in responding to issues and concerns. Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Solid organizational skills and ability to multi-task with demanding timeframes. Working knowledge of common organization-specific and other computer application programs. Ability to use discretion and maintain confidentiality. | Thorough knowledge of university rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management. Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Solid knowledge of common University-specific computer application programs. Ability to use discretion and maintain confidentiality. Strong skills in short-term planning, analysis, problem-solving, and customer service. Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. | Advanced knowledge of university rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management. Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Advanced knowledge of common University-specific computer application programs. Ability to use discretion and maintain confidentiality. Advanced skills in short and long term strategic planning, analysis, problem-solving and customer service. Advanced knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. |
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| Environment | Campus, medical center or other university setting and various external venues. | Campus, medical center or other university setting and various external venues. | Campus, medical center or other university setting and various external venues. |
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| Career Path | Admin Officer 3 CX General Administration > Project / Policy Analysis > Professional | Admin Officer 4 CX General Administration > Project / Policy Analysis > Professional General Administration > Administrative Operations > Supervisory and Management | General Administration > Project Policy Analysis > Professional General Administration > Administrative Operations > Supervisory and Management |
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