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Administrative Assistant Classification System

Below you will find an explanation of the approved titles of the administrative support positions, the implementation guidelines and approved grant titles.

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Approved Titles

The University recognizes four levels of administrative support positions. The sole basis for assigning the upper two is the management level of the supervisor. The lower two are distinguished by the duties assigned. Approved titles are

Job Code Job Title Reports To
1384 Executive Assistant President's Cabinet
7254 Senior Administrative Assistant Pres Cabinet/Administrative Officers
7253 Administrative Assistant III Chairs and Directors
7252 Administrative Assistant II All others
7251 Administrative Assistant I All others

Implementation Guidelines

Within the following guidelines, account managers are authorized to assign the approved titles, both initially and on an ongoing basis, subject to obtaining divisional administrative approval.

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  • Members of President’s Cabinet are authorized to staff their offices with any combination of the approved titles.
  • The title of Executive Assistant is only reserved for members of President's Cabinet who oversee a division of the university.
  • Except for members of the President’s Cabinet, the title of Senior Administrative Assistant job title is only authorized for Assistant/Associate Vice Presidents, the Associate Provost, and College Deans. These offices are to classify remaining positions as Administrative Assistant II or Administrative Assistant I, based on the duties assigned. The Administrative Assistant III title may not be used.

  • Chairs/Directors/Faculty Program Directors are authorized to classify one position as Administrative Assistant III. They are to classify remaining positions as Administrative Assistant II or Administrative Assistant I, based on the duties assigned. The Senior Administrative Assistant title may not be used.
  • Account Managers below the level of Chair/Director are to classify positions as Administrative Assistant II or Administrative Assistant I, based on the duties assigned. The Senior Administrative Assistant and Administrative Assistant III titles may not be used.
  • In determining the appropriateness of the Administrative Assistant I or Administrative Assistant II title for an existing or new position, Account Managers shall compare the assigned or planned duties with the job specifications in the University Pay Plan and select the more representative title.

Within their divisions, Vice Presidents can authorize exceptions to these guidelines with appropriate justification. This exception authority will only be exercised, however, in full recognition of the original intent of the secretarial classification study that:

  • The title of Senior Administrative Assistant is not to be assigned outside the offices of the members of President’s Cabinet, Assistant/Associate Vice Presidents, the Associate Provost, and College Deans.
  • The title of Administrative Assistant III is not to be assigned outside the offices of Chairs/Directors/Faculty Program Directors.

Note: The term “authorized” as used in this document means a “permissive,” not a mandatory required action.


Approved Grant Titles

Grant funded administrative support positions as noted below will follow the same guidelines as their equivalent non-grant funded positions.

Job Code Job Title Reports To Equivalent to
7219 Grant Senior Secretary Chair/Director Equivalent Administrative Assistant III
7218 Grant Secretary All others Administrative Assistant II
7218 Grant Clerk All others Administrative Assistant I