Administrative Professional

Administrative Professional

Listed below are the minimum requirements for this role. KSAs will become more advanced as the level increases and will vary depending on the requirements of the position.

Knowledge, Skills and Abilities: Knowledge of applicable regulations and policies for program, project, or funding sources. Public speaking skills. Analytical skills. Ability to establish and maintain effective working relationships with individuals and groups. Ability to successfully work as a member of a team. Ability to communicate effectively, both orally and in writing. Ability to provide work direction to volunteers and support staff.

Role Description

Responsible for overseeing the design, implementation, and delivery of programs. This role demonstrates a level of expertise in one or more areas and is responsible for the interpretation and application of broad policies and procedures. May supervise the work of others; however, this is a secondary function of the role. Competencies for this role are usually gained through formal education, specialized training, and/or experience in a program or specialty area specific to the position responsibilities. Specialized and progressively responsible experience is required as the level increases. 

Typical Functions:

Administration
Develops contracts, budgets, and documents for review and submission.
Ensures the accuracy of submissions.
Develops communications regarding the program.
Interprets requests and determines how and where to submit reports and documents.
Investigates and mitigates potential negative impacts on the institution and negotiates terms and conditions to resolve problems.
Negotiates and administers contracts and works with appropriate parties on corrections.
Acts as a liaison between the university and external stakeholders.
 
Operations
Performs all aspects of coordination and planning for the project, program, or other areas of responsibility.
Plans procedures, processes, services, and systems.
Identifies opportunities and develops new programs.
Reviews policies and requirements to ensure compliance.
Identifies and investigates areas of concern.
Leads the daily operations for assigned program(s) and/or project(s).
Adopts or modifies methods and standards to accomplish goals.
Develops, implements, and assesses training.
Coaches, mentors, or supervises the program and/or project staff.
Researches, identifies, and proposes new venues to promote new opportunities and expand the program.
Participates in program development and evaluation supporting the overall mission and vision of the program.
Promotes program and works with external constituents to facilitate the program.
 
Data Analytics
Gathers, compares, and analyzes data to make recommendations for future operations of program.
Gathers, analyzes, and synthesizes data to create complex reports.
Conducts needs assessments and analysis of work effectiveness.
 
Financial
Develops and administers program budget.
Directs the financial activities of a program.
Submits proposals to secure funding.

Levels

Administrative Professional 1 Contributes professional expertise to a project, program, or other area(s) of responsibility. Requires analysis and judgment in alignment with broad principles, practices, and professional standards within an administrative body of work. Work is guided by objectives and expected outcomes with limited direction; refers new or complex problems to a higher level. Analyzes and interprets data, identifies areas of concern, and recognizes when there is a problem. Determines compliance within policies and procedures. Understands government and granting agency regulations associated with area of expertise. Education/Experience: Typically requires a bachelor’s degree in a relevant field and two years of relevant experience, or an equivalent combination of education, training, and experience. Licenses/Certifications: Relevant certification may be preferred.

Administrative Professional 2 Works independently on complex issues requiring in-depth analysis of variable factors. Selects methods, techniques, and evaluation criteria for obtaining results consistent with broadly defined policies, procedures, practices, and professional standards. Uses innovative solutions to solve problems and modifies solutions when competing policies are present. Exercises latitude to determine objectives. Consults with higher level when clarification of department/university/funding agency (overarching) operating policies and procedures is needed. Education/Experience: Typically requires a bachelor’s degree in a relevant field and four years of relevant experience, or an equivalent combination of education, training, and experience. Master’s degree preferred. Licenses/Certifications: Relevant certification may be preferred.

Administrative Professional 3 Senior-level individual contributor for a specialized area of expertise. Independently works in complex and strategic areas. Analyzes and evaluates courses of action and make independent decisions. Focuses on short- and long-term strategies. Establishes and implements strategic projects. Responsible for developing solutions that have far-reaching impact. Enforces and ensures financial compliance. Education/Experience: Typically requires a bachelor’s degree in a relevant field and seven years of relevant experience, or an equivalent combination of education, training, and experience. Master’s degree preferred. Licenses/Certifications: Relevant certification may be preferred.