Classification Specifications

GENERAL DESCRIPTION OF CLASS

The ADMINISTRATIVE PROGRAM SPECIALIST assists a program manager or administrator in the ongoing direction of an institution program or operation or performs administrative research, analysis, and/or evaluation in support of an institution program or operation. Work at this level requires a comprehensive knowledge of the program or operational area.

DISTINGUISHING FEATURES

This is the second level of a two-level series. This class is distinguished from the lower level by the added responsibility for the interpretation of laws, rules, policies, and procedures, and for applying these interpretations to specific, often nonroutine situations. At this level there is responsibility for assisting a manager or administrator with monitoring, auditing, and/or directing a program or operation, and may include conducting administrative projects or studies requiring research, analysis, evaluation, and interpretation.

DUTIES AND RESPONSIBILITIES

Allocation of positions to this class will depend on the total work performed.

1. Program Assignments. Typical tasks: establishes and maintains procedures and other controls necessary in carrying out assigned program activities; coordinates projects to accomplish identified goals and objectives; monitors program activities for compliance with applicable laws, rules, policies, and procedures; audits expenditures, analyzes and evaluates financial and statistical data, and identifies and projects trends; conducts studies related to assigned program area, evaluates information and prepares reports which may include a thorough analysis of subjects and recommendations on a course of action; implements recommendations approved by management; assists an administrator in developing long and short range operational or program goals; researches and interprets information and responds to inquiries, providing advice and direction; negotiates with involved parties to resolve problems, gain compliance, reach a settlement or determine provision of services; acts as communication liaison between the institution and other State and/or Federal agencies or the public; prepares and coordinates interagency agreements, contracts, leases, RFPs, or other agreements; assesses training needs and recommends and/or conducts training, formal presentations, and workshops; may travel on behalf of the program or operation.

RELATIONSHIPS WITH OTHERS

Employees in this class communicate on a regular basis with individuals and groups at all levels of the institution and OSSHE, as well as the general public to provide or request information, respond to questions, resolve and/or negotiate solutions to problems, and interpret laws, rules, regulations and institution policies and procedures.

Employees meet regularly with institution management to make presentations and participate in discussions to develop goals, plans, and solutions to problems.

SUPERVISION RECEIVED

Employees in this class work with a high degree of independence and receive general supervision from a program coordinator, program manager or administrator who assigns the work and reviews the work periodically through informal conferences or as problems occur. Completed work is reviewed as needed for accuracy, adherence to deadlines, and conformance to applicable laws, rules, policies procedures, and other guidelines.

GENERAL INFORMATION

Positions are found in campus programs and operational areas throughout the Oregon State System of Higher Education.

MINIMUM QUALIFICATIONS

• two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation.  Administrative support includes those duties beyond clerical/secretarial such as:  interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
• an equivalent combination of training and experience.

One year of postsecondary education may be substituted for up to one year of the experience.