State of Washington Class Specification
The Administrative Services Manager is responsible directly to the senior academic or administrative official for planning, organizing, implementing, coordinating and controlling all administrative services for a department, college, division, inter-disciplinary center, conglomerate organization or institution exercising independent judgment and decision-making authority.
An Administrative Services Manager performs, supervises, directs, provides counsel and assists the head of the organization and other personnel in a variety of management services. The primary purpose is to facilitate the administration of the organization.
These positions normally involve a wide variety of duties. The following services, or similar and closely-related activities, are normally included: project management, funds management, contract administration, management analysis, property management, space management, program and budget planning, public information, personnel administration and staff supervision.
Positions at the "A", "B", and "C" levels are distinguished by the variety of functions performed and the degree of authority and responsibility involved. Factors considered are: size of annual budgets, scope of departmental functions, kinds and volume of services rendered, complexity and diversity of functions, number of personnel for whom services are provided, extent of the manager's supervisory role and degree of and involvement in activity calling for specialized or technical experience and capability, or a particularly high level of performance and the scope of delegated authority and responsibility for making independent decisions that significantly influence the organization's objectives, programs, services and/or contractual commitments.
Positions at the "B" level are responsible for a medium-sized organizational entity (e.g., Over $1,700,000 - $3,400,000), with a broader scope of activities (e.g., teaching and research).
Within the authority delegated by the senior official, the Administrative Services Manager will normally:
• Interpret, counsel and implement institution policies and procedures;
• Assist in formulating general administrative policies of the organization;
• Develop and implement procedures to effect new programs or activities in conformance with institution and program sponsor's policies;
• Prepare cost estimates and projects of future needs and effect proposed actions;
• Prepare and review budget requests and provide advice and information;
• Assist senior officials in the administration of proper personnel practices and procedures;
• Prepare grant or contract proposals in compliance with granting agency policies;
• Review and approve income/expense, statistical and budget status reports; analyze problem areas and make recommendations or take corrective action;
• Review organization's current needs and programs against budget limitations and recommend appropriate action;
• Audit and approve expenditures, requisitions, vouchers, payroll and personnel changes for accuracy and compliance with policies and procedures;
• Provide counsel and coordinate appropriate procedures for academic appointments, re-appointments and promotions in compliance with institution policies;
• Prepare and maintain administrative, business and academic reports and records;
• Prepare space and equipment analysis and implement maintenance of facilities;
• Coordinate and maintain liaison with intra and inter-institutional personnel for services and programs such as new buildings or modifications;
• Supervise group of employees engaged in these tasks;
• Arrange and coordinate administrative aspects of projects involving medical experimentation;
• Provide logistical assistance for patients involved in teaching and research programs;
• Provide staff supportive services to graduate students, interns, trainees, etc.;
Perform related duties as required.
There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.
Level B - Bachelor's Degree; PLUS two years of related full-time administrative and/or supervisory experience. Additional administrative or supervisory experience may substitute, year-for-year, for educational requirements.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Class Specification History
New Class: 3-07-73
Revise Class: 2-19-81
Revise MQ: 7-2-90
Revised new class code: (formerly 2010) effective July 1, 2007.