UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 29, 2009
General Administration
Administrative Operations
Operational & Technical
Admin Ast 1
Level 1
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Ast 1
7371
Personnel
Program
PSS
Grade
FLSA
Education
Career Path/Job
15
NonExempt
High school diploma or equivalent
experience
Admin Assistant
Confidential 2
Generic Scope:
Applies basic skills while developing some specialized skills in procedures, operations, techniques, tools, materials, and/or equipment
appropriate to area of specialization; performs routine and/or repetitive tasks; limited decision making required; generally works
under close supervision; has no or limited experience; work is performed from within specific limits of established procedures and/or
defined instructions.
Custom Scope:
Under direct supervision works on operational and/or procedural assignments that are routine in nature, requiring limited judgment.
Tasks involve the handling of confidential information. Normally receives detailed instructions on all newly assigned work. Performs
ongoing routine assignments with general supervision.
Key Responsibilities:
Compiles basic information for inclusion in reports or presentation materials. Using templates, straightforward materials and data,
applies standard office software programs to prepare memoranda, letters, charts, graphs, and/or tables. Compiles and prepares
routine factual reports from readily available information. Prepares manuscripts, scientific and technical reports, proofing for spelling
and grammar. Orders office supplies, prepares purchase orders; may obtain sourcing and pricing information. Maintains routine
calendar, schedules meetings, arranges for routine audio visual and other equipment. Makes straightforward travel arrangements.
Makes and cancels appointments. Provides information on department/college/organization procedures and straightforward policies.
Maintains files, screens and distributes mail. Posts financial data on ledgers and spreadsheets; reconciles ledgers when reconciliation
is straightforward. Prepares status reports. Works with sensitive and confidential information regarding bargaining unit issues.
UCOP Career Tracks Job Database
Knowledge Skills:
Published: March 19, 2016
Version: June 29, 2009
May have basic knowledge in administrative procedures including word processing, spreadsheet and database applications. Requires
basic verbal and written communication skills, active listening, and time management skills. Ability to use discretion and maintain all
confidentiality.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 29, 2009
General Administration
Administrative Operations
Operational & Technical
Admin Ast 2
Level 2
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Ast 2
7372
Personnel
Program
PSS
Grade
FLSA
Education
Career Path/Job
17
NonExempt
High school diploma or equivalent
experience
Admin Assistant
Confidential 3
Generic Scope:
Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or
equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within
area of specialization or responsibility with minimal supervision.
Custom Scope:
Under general supervision works on operational and/or procedural assignments that are moderately difficult, requiring judgment in
resolving procedural issues. Tasks involve the handling of confidential information. Makes recommendations to improve processes
and/or procedures.
Key Responsibilities:
Prepares reports and statistics based on information compiled from various specified sources. May change formatting on spreadsheet
to better display results. Applies standard office software programs that include the straightforward application of formulas; uses
PowerPoint to display information with both text and graphics. Updates and maintains Web pages using basic knowledge of HTML or
web editing tools. Prepares responses to routine correspondence. Prepares purchase orders by researching and recommending
vendors/prices/equipment and may identify substitutes. Manages supervisor's calendar, which may require negotiating time and
place. Makes travel arrangements, negotiating with hotels, etc. for best logistical arrangements for rooms. Oversees administrative
and logistical arrangements for conferences involving multiple parties, receiving limited direction. Determines special room and
equipment needs. Develops filing systems, internal mailing processes and procedures. Assists in preparing budget for contract and
grant proposals; monitors expenses; transfers funds. Handles sensitive and confidential information regarding bargaining unit issues.
UCOP Career Tracks Job Database
Knowledge Skills:
Published: March 19, 2016
Version: June 29, 2009
Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Requires verbal and written communication skills, active listening, critical thinking, multi-task and time management skills. Skill in
managing sensitive and confidential information regarding bargaining unit issues.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 29, 2009
General Administration
Administrative Operations
Operational & Technical
Admin Ast 3
Level 3
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Ast 3
7373
Personnel
Program
PSS
Grade
FLSA
Education
Career Path/Job
18
NonExempt
High school diploma or equivalent
experience
General Administration >
Administrative Operations
> Professional
Generic Scope:
Regularly works on tasks that are varied and complex. Applies full range of specialized skills and job knowledge; frequently adapts
procedures, techniques, tools, materials, and/or equipment to meet specialized needs; may serve as lead; performs broad and/or
focused assignments under general supervision; originality and ingenuity are often required to help.
Custom Scope:
Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and
independent judgment. Tasks involve the handling of confidential information. Understands implications of work and makes
recommendations for solutions. Determines methods and procedures on new assignments.
Key Responsibilities:
Applies specialized office software that may include Access, Filemaker Pro, or similar programs. Applies somewhat complex Excel
formulas, pivot tables, and similar functions.Compiles and arrays spreadsheets using subject-matter knowledge of the material to
ensure data results are consistent with the nature of the data. May analyze trends. Provides direction to other Assistants on office
software program application. Prepares correspondence and other written materials for department management and/or faculty
requiring some specialized knowledge of the subject matter. Edits and proofreads written materials for content consistency.
Coordinates large, complex conferences/meetings/programs. Works on sensitive issues, priorities, protocol, etc. Determines need for
general office equipment and supplies. May participate in contract negotiation and the preparation of RFPs requiring some subject
matter knowledge of the materials/services. Works with department management to update/review/revise website to better
communicate organization's mission, requiring substantive knowledge of organization's goals and objectives. Prepares budget for
UCOP Career Tracks Job Database
Published: March 19, 2016
Version: June 29, 2009
contract and grant proposals. Administers contracts and grants with multiple fund sources.Assists principal investigators on
researching, compiling, and preparing grant proposals. Provides guidance to other Administrative Assistants on procedures, practices,
and implementation of policies, including those which are particularly complex. Manages sensitive and confidential information
regarding bargaining unit issues.
Knowledge Skills:
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel. Skill in managing sensitive and
confidential information regarding bargaining unit issues.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 18, 2010
General Administration
Administrative Operations
Professional
Admin Ofcr 2
Intermediate
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Ofcr 2
7376
Personnel
Program
PSS
Grade
FLSA
Education
Career Path/Job
19
NonExempt
Bachelors degree in related area and/or
equivalent experience/training
Administrative Officer 3;
General Administration >
Project/Policy Analysis >
Professional
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.
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.
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, evaluation of current and proposed services,
etc. Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and
vendor concerns. Assesses and recommends changes to maintain compliance with federal and state requirements and internal
policies. 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 trends analyses and helps develop resulting
recommendations. Develops and maintains budgets.
UCOP Career Tracks Job Database
Knowledge Skills:
Published: March 19, 2016
Version: June 18, 2010
Working knowledge of common organization-specific and other computer application programs. Solid communication and
interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. Solid organizational skills and ability
to multi-task with demanding timeframes. Ability to use discretion and maintain all confidentiality. Ability to use sound judgment in
responding to issues and concerns.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 18, 2010
General Administration
Administrative Operations
Professional
Admin Ofcr 3
Experienced
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Ofcr 3
7377
Personnel
Program
PSS
Grade
FLSA
Education
Career Path/Job
22
Exempt
Bachelors degree in related area and/or
equivalent experience/training
Administrative Officer 4;
General Administration >
Project/Policy Analysis >
Professional; General
Administration >
Administrative Operations
> Supervisory &
Managerial
Generic Scope:
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.
Custom Scope:
Uses skills as a seasoned, 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.
Key Responsibilities:
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 some of the following functions: IT, facilities, student services, and/or contracts and grants. Develops and prepares
UCOP Career Tracks Job Database
Published: March 19, 2016
Version: June 18, 2010
budgets and financial reports for funding which may be complex. Performs recharge administration. Provides input into nontechnical 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. May supervise a small staff of support employees and/or students. Performs studies for resource plans, including
approaches, trends, sources and uses. Gathers, analyzes, prepares and summarizes financial and HR reports. 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.
Knowledge Skills:
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund
management, personnel management. Thorough knowledge of financial analysis and reporting techniques, human resources policies
and procedures for staff and academic employees. Knowledge of a variety of administrative operations activities such as events
planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants
regulations and guidelines. Knowledge of common University-specific computer application programs. Interpersonal communication
skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. Strong skills in
short term planning, analysis and problem-solving and customer service.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 18, 2010
General Administration
Administrative Operations
Professional
Admin Ofcr 4
Advanced
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Ofcr 4
7378
Personnel
Program
PSS
Grade
FLSA
Education
Career Path/Job
23
Exempt
Bachelors degree in related area and/or
equivalent experience/training
General Administration >
Project/Policy Analysis >
Professional; General
Administration >
Administrative Operations
> Supervisory &
Managerial
Generic Scope:
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.
Custom Scope:
Uses advanced administrative concepts and organization objectives to resolve complex issues. Manages, plans, administers and
coordinates 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 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.
UCOP Career Tracks Job Database
Published: March 19, 2016
Version: June 18, 2010
Key Responsibilities:
Manages, plans, and administers a full range of administrative operations in a small to medium academic department, or a small
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 (eg. , computer or wet lab space and equipment,
fundraising, grant writing, etc. ). Administrative operations includes 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. 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). Performs administrative operations activities as predominant focus of position, with accountability for
operational and budget processes, staff FTE, finance, human resources and space planning. Develops and prepares complex budgets
with multiple funding sources for grants, general appropriations, endowments and Prepares short and long range planning for
administrative services operations and improvement to processes. Applies advanced concepts to perform analysis to determine
future resource allocations on 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, monitoring contract and
grant expenditures. Provides analysis for highly complex budgetary funding, financial and resource projects. Represents the
department on business affairs to the institution community and serves on committees.
Knowledge Skills:
Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund
management, personnel management. Advanced knowledge of financial analysis and reporting techniques, human resources policies
and procedures for staff and academic employees. Knowledge of common University-specific computer application programs.
Advanced knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk
management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Advanced
interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and
counseling skills. Advanced skills in short and long term strategic planning, analysis and problem-solving and customer service.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: April 28, 2009
General Administration
Administrative Operations
Supervisory & Managerial
Admin Supv 1
Supervisor 1
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Supv 1
7374
Personnel
Program
PSS
Grade
FLSA
Education
Career Path/Job
18
Exempt
Bachelors degree in related area and/or
equivalent experience/training
Administrative Supervisor
2
Generic Scope:
Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing
individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit
operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures
accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental
standards and procedures.
Custom Scope:
Receives predetermined work assignments that are subject to a moderate level of control and review. Directs subordinates to
complete assignments using established guidelines, procedures, and policies. Works on issues of limited scope. Requires full
knowledge of own area of functional responsibility.
Key Responsibilities:
Supervises the work of a department with responsibility for quality and quantity of work. Distributes and sets up work; monitors the
progress of work of the department. Recommends personnel-related actions. Participates in the selection, development and
evaluation of staff to ensure the efficient operation of the function. Reviews, processes, and approves transactions. Researches and
resolves issues and discrepancies. Ensures delivery of quality customer service to various constituencies. Supervises and follows
internal policies and procedures.
Knowledge Skills:
Working knowledge of organization processes and procedures, rules and regulations. Working knowledge of common organizationspecific and other computer application programs. Interpersonal skills to effectively motivate others. Skills to evaluate issues and
UCOP Career Tracks Job Database
Published: March 19, 2016
Version: April 28, 2009
identify resolution. Strong service orientation. Communication skills; both verbally and in writing. Ability to effectively manage
multiple priorities.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 2, 2009
General Administration
Administrative Operations
Supervisory & Managerial
Admin Supv 2
Supervisor 2
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Supv 2
7375
Personnel
Program
PSS
Grade
FLSA
Education
Career Path/Job
23
Exempt
Bachelors degree in related area and/or
equivalent experience/training
Administrative Manager 1
Generic Scope:
Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration.
Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in
defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to
determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational,
financial, and human) in compliance with departmental goals and objectives.
Custom Scope:
Responsible for supervising the administrative services of a large academic department within a school or college or non-academic
department (program). Typically reports to a manager. Administrative services include all or some of the following functions: IT,
facilities, student services, contracts and grants, budgetary financial management and/or human resources. Supervises support and/or
professional staff.
Key Responsibilities:
Participates in the creation, maintenance and reporting of operational and budget processes, academic and/or staff FTE, finance,
human resources and space planning. Participates in the development and monitoring of policies and procedures for department or
department operations. Supervises the work of a department. Responsible for quality and quantity of work. Recommends hiring of
new employees, transfers, promotions, salary actions, terminations, performance management and budget recommendations.
Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function. May manage systems and
procedures to protect departmental assets.
UCOP Career Tracks Job Database
Knowledge Skills:
Published: March 19, 2016
Version: June 2, 2009
Solid knowledge of organization processes, protocols and procedures with a focus on budget, account and fund management;
personnel management of labor contract(s) and personnel policy. Solid knowledge of financial analysis and reporting techniques;
human resources and risk management planning; accounting and payroll. Demonstrated skills in employee supervision and HR
administration. Interpersonal skills to effectively motivate others. Interpersonal skills to effectively motivate others. Solid knowledge
of common organization-specific and other computer application programs. Solid organizational and customer service skills to
effectively manage multiple priorities. Solid interpersonal communication skills to include verbal and written, active listening, critical
thinking, persuasiveness, advising and counseling skills. Solid skills to quickly evaluate complex issues and identify resolution.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 26, 2008
General Administration
Administrative Operations
Supervisory & Managerial
Admin Mgr 1
Manager 1
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Mgr 1
0547
Personnel
Program
MSP
Grade
FLSA
Education
Career Path/Job
24
Exempt
Bachelors degree in related area and/or
equivalent experience/training
Administrative Manager 2
Generic Scope:
Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate
staff. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human,
financial, and often physical resources in compliance with departmental and organizational goals and objectives. Ensures subordinate
supervisors and professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets.
Custom Scope:
Responsible for managing the administrative operations of a school, OR a medium to large academic department, OR several small
departments within a college, OR a medium to large non-academic department. Typically includes all or most of the following
functions: IT, facilities, student services, contracts and grants, budgetary financial management and/or human resources. Manages a
professional staff, typically large, and/or comprised of professionals in various fields. Assumes accountability for decisions made by
subordinates. Performs long and short term planning for function. Erroneous decisions or failure to achieve goals results in additional
costs and personnel, and serious delays in overall schedules.
Key Responsibilities:
Manages, plans and administers all administrative operations of a school, OR a medium to large academic department, OR several
small departments within a college, or a medium to large non-academic department. Administrative services typically includes all or
most of the following functions: IT, facilities, student services, laboratories, contracts and grants, budgetary financial management,
recharge administration and/or human resources. May coordinate/oversee activities for other UC locations or external universities.
Prepares short and long range planning for administrative services operations and improvements to processes. Establishes and
recommends change to policies which affect the department. Develops and monitors operational and budget processes, staff FTE,
UCOP Career Tracks Job Database
Published: March 19, 2016
Version: June 26, 2008
finance, human resources and space planning. Manages systems and procedures to protect departmental assets. Plans for physical
plant rehabilitation and renovation. May oversee administrative functions for complex operations such as clinical laboratories or
patient care facilities, typically to include significant budgetary accountability. Oversees the preparation and management of grant
and contract proposals involving a diverse and/or wide variety of funding sources and agencies. Represents the department on
business affairs to the institution community. Develops and prepares budgets and financial reports for grants, general appropriations,
endowments and other funds. Funds appropriations are typically moderate in complexity.
Knowledge Skills:
Broad knowledge of organization processes, protocols and procedures with a focus on budget, account and fund management;
personnel management of labor contract(s) and personnel policy. Broad knowledge of financial analysis and reporting techniques;
human resources and risk management planning; accounting and payroll. Broad knowledge of common organization-specific and
other computer application programs. Proven ability to organize department work functions in an efficient and effective manner.
Skills to work collaboratively with other locations. Demonstrated management and conflict resolution skills to effectively lead and
motivate others. Proven skills to quickly evaluate complex issues and identify multiple options for resolution. Skills in organization
and customer service to effectively manage multiple important priorities. Strong verbal and written communication skills; ability to
influence/persuade all levels of staff.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 26, 2008
General Administration
Administrative Operations
Supervisory & Managerial
Admin Mgr 2
Manager 2
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Mgr 2
0548
Personnel
Program
MSP
Grade
FLSA
Education
Career Path/Job
25
Exempt
Bachelors degree in related area and/or
equivalent experience/training
Administrative Manager 3
Generic Scope:
Oversees through subordinate Managers a large department or multiple smaller units, OR manages a highly specialized technical
function/team. Has significant responsibility to achieve broadly stated goals through subordinate Managers. Determines objectives,
directs programs, develops strategies and policies, manages human, financial, and physical resources, and functions with a high
degree of autonomy. Proactively assesses risk to establish systems and procedures to protect organizational assets. Determines
strategies for a program with organization-wide impact.
Custom Scope:
Responsible for managing the administrative services and/or general operations of a school, OR college OR large, multiple or
interdisciplinary department(s) within a college, or large or multiple non-academic department(s). Establishes operational objectives
and work plans, and delegates assignments to subordinate managers. Responsible for managing, preparing, administering, and
directing resources. Reviews and approves recommendations for functional programs. Monitors division and department adherence
to approved budget. Involved in developing, modifying and executing organization policies that affect immediate operation(s) and
may also have organization-wide effect. Erroneous decisions or failure to achieve goals results in additional costs and personnel, and
serious delays in overall schedules.
Key Responsibilities:
Manages, plans and administers administrative operations or general operations of a school, OR college, OR a large interdisciplinary
department within a school OR large or multiple-department, non-academic unit. Administrative services typically includes all or most
of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management, recharge
administration and/or human resources. May coordinate/oversee activities for other UC locations or external universities. Maintains
UCOP Career Tracks Job Database
Published: March 19, 2016
Version: June 26, 2008
integrity of an organizational department through management and oversight of staff. Serves as key administrative officer for unit's
functional programs, oversees analysis and policy development for issues and processes. Makes decisions on administrative or
operational matters and ensures achievement of operation's objectives (operational and budget processes, academic and/or staff FTE,
finance, human resources, IT and space planning) that have department-wide impact. Interacts with higher-level management on
controversial situations, customer negotiations, or influencing and persuading other Formulates policies and guidelines to carry out
the department's mission for faculty and students. Develops, modifies, and executes organization policies which affect immediate
operation(s). May interact with higher-level management on matters concerning several functional areas, and/or customers.
Knowledge Skills:
Excellent ability to establish metrics for department and employee goals. Excellent project management skills, including the capability
of managing capital projects. Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict
management techniques. Thorough knowledge of financial analysis and reporting techniques; human resources and risk management
planning; accounting and payroll. Excellent interpersonal skills to effectively lead, motivate and influence others and develop and
maintain high standards of customer service. Thorough knowledge of common organization-specific and other computer application
programs. Very strong ability to quickly evaluate complex issues and identify multiple options for resolution.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 26, 2008
General Administration
Administrative Operations
Supervisory & Managerial
Admin Mgr 3
Manager 3
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Mgr 3
0549
Personnel
Program
MSP
Grade
FLSA
Education
Career Path/Job
28
Exempt
Bachelors degree in related area and/or
equivalent experience/training
Administrative Manager 4
Generic Scope:
Oversees through subordinate Managers a large, complex organization with multiple functional disciplines/occupations, OR manages a
program, regardless of size, that has critical impact upon the organization. Has significant responsibility for formulating and
administering policies and programs, manages significant human, financial, and physical resources, and functions with a very high
degree of autonomy. Oversees through subordinate Managers the accountability and stewardship of department resources and the
development of systems and procedures to protect organizational assets.
Custom Scope:
Participates with other higher-level managers to establish strategic plans and objectives. Makes decisions on operational matters and
ensures achievement of objectives for a large college or operating unit with a direct impact on a major segment of the organization, or
with significant multi-organizational or multi-institutional influence. Reviews and approves recommendations for operational planning
and control. Erroneous decisions will have serious impact on the overall success of the department, division or organization.
Key Responsibilities:
Determines and establishes organizational structures and supervisory relationships; often responsible for managing a major segment
of the organization. Participates with other higher-level managers to establish organization strategic plans and objectives. Represents
the organizational unit in organization-wide and system-wide meeting and discussions. Plans, designs, influences and implements
organization-wide processes. Makes decisions on administrative or operational matters and ensures achievement of operation's
objectives (operational and budget processes, academic and/or staff FTE, finance, recharge administration, fundraising, human
resources, IT and space planning). Interacts with higher-level management on controversial situations, customer negotiations, or
influencing and persuading other high level managers. May coordinate/oversee activities for other UC locations or external
UCOP Career Tracks Job Database
Published: March 19, 2016
Version: June 26, 2008
universities. Advises senior managers on controversial situations, customer negotiations, or influencing and persuading other high
level managers. Instills strong management practices among subordinate managers. Manages, prepares, administers, and directs
organization-wide programs.
Knowledge Skills:
Advanced skills in strategy development, systems planning and change management. Excellent leadership abilities to oversee multiple
functions or departments through subordinate managers. Advanced knowledge of administrative management theory and ability to
translate into practice. Excellent ability to establish metrics for department and employee goals which measure effectiveness of
contributions to efficient operations of department. Advanced project management skills, including the capability to manage capital
projects. Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques.
Skills in establishing and implementing customer service standards. Advanced knowledge of financial analysis and reporting
techniques; human resources and risk management planning; accounting and payroll. Strong knowledge of common organizationspecific and other computer application programs.
UCOP Career Tracks Job Database
Job Family:
Job Function:
Category:
Job Title:
Job Level:
Job Function Summary:
Published: March 19, 2016
Version: June 26, 2008
General Administration
Administrative Operations
Supervisory & Managerial
Admin Mgr 4
Manager 4
Involves managing or performing the administrative services or managing the full general operations of an academic or nonacademic organization(s). Administrative services includes activities in finance and human resources and may also include IT,
facilities, or student services. General management includes long and short range strategic planning in determining the mission
and directing all activities of multi-disciplinary departments through subordinate management staff.
Job Title
Job Code
Admin Mgr 4
0550
Personnel
Program
MSP
Grade
FLSA
Education
30
Exempt
Bachelors degree in related area. Advanced
degree preferred.
Career Path/Job
Generic Scope:
Directs through subordinate Managers multiple large and complex critical programs impacting broad constituencies across major
portions of the organization. Identifies objectives, manages very significant human, financial, and physical resources, and functions
with an extremely high degree of autonomy. Accountable for formulating and administering policies and programs for major
functions. Operational or program results can affect overall organization-wide performance and reputation. Directs through
subordinate Managers the development of strategic goals and objectives to achieve accountability and stewardship of university
resources in a manner consistent with system-wide objectives and initiatives.
Custom Scope:
Directs a large academic organization or non-academic area with multiple departments involving diverse functions. Develops
organizational policies and authorizes their implementation. Provides advice, guidance and assistance to the senior leadership of the
organization. Represents the organization in organization-wide and system-wide meeting and discussions. Recognized as an
influential leader. Makes final decisions for the organization and ensures achievement of objectives. Erroneous decisions will have a
serious impact on the overall success of division or the organization.
Key Responsibilities:
Directs departments impacting a significant proportion of organization staff. Makes long-term strategic decisions that reflect upon
the organization as a whole, and may be emulated at other UC locations. Determines organizational structures of assigned
departments and allocation of subordinate management responsibilities. Negotiates and directs agreements with other institutions,
community enterprises and contracts for facility usage and employment services. Directs and controls the activities of a broad
organizational department through several subordinate managers, having overall responsibility for functional programs. Ensures the
UCOP Career Tracks Job Database
Published: March 19, 2016
Version: June 26, 2008
overall monitoring and success of assigned functions and for integrating these activities with those of other major organizational
segments. Leads other senior managers to establish organization strategic plans and objectives. Plans, designs and implements
department programs and establishes direction, policies and procedures for divisions. Interacts with senior management on
controversial situations, customer negotiations, or influencing and persuading other senior level managers.
Knowledge Skills:
Highly sophisticated skills in strategy development, systems planning and change management. Ability to establish mission and goals
at the macro-level; to lead subordinate management to develop goals in alignment with mission. Expert leadership abilities to
establish department goals, and motivate and influence others to achieve. Highly sophisticated knowledge of administrative
management theory and ability to translate into practice. Ability to establish metrics for department and employee goals which
measure effectiveness of contributions to efficient operations of department. Expert project management skills, including capital
projects. Expert skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques.
Knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.
Demonstrated skills in employee supervision and HR administration. Interpersonal skills to effectively lead, motivate and influence
others.