Administrative Services Manager

Also called: Administrative Coordinator, Administrative Director, Administrative Manager, Administrative Officer, Administrative Services Manager

Varies

estimated salary

Administrative services managers plan, direct, or coordinate one or more administrative services of an organization, such as records and information management, mail distribution, and other office support services.

  • Prepare and review operational reports and schedules to ensure accuracy and efficiency.
  • Set goals and deadlines for the department.
  • Acquire, distribute and store supplies.
  • Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.
  • Conduct classes to teach procedures to staff.
  • Plan, administer, and control budgets for contracts, equipment, and supplies.
  • Hire and terminate clerical and administrative personnel.
  • Direct or coordinate the supportive services department of a business, agency, or organization.
  • Communicate with and provide guidance for external vendors and service providers to ensure the organization, department, or work unit's business needs are met.
  • Develop operational standards and procedures for the work unit or department.
  • Establish work procedures or schedules to organize the daily work of administrative staff.
  • Learn to operate new office technologies as they are developed and implemented.
  • Manage paper or electronic filing systems by recording information, updating paperwork, or maintaining documents, such as attendance records or correspondence.
  • Meet with other departmental leaders to establish organizational goals, strategic plans, and objectives, as well as make decisions about personnel, resources, and space or equipment needs.
  • Oversee payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
  • Read through contracts, regulations, and procedural guidelines to ensure comprehension and compliance.
  • Represent work unit at meetings or conferences and serve as liaison for requests or complaints.
  • Supervise administrative staff and provide training and orientation to new staff.
Work Context
  • Electronic Mail — 97% responded "Every day".
  • Face-to-Face Discussions — 91% responded "Every day".
  • Telephone — 81% responded "Every day".
  • Work With Work Group or Team — 61% responded "Extremely important".
  • Contact With Others — 56% responded "Constant contact with others".
  • Indoors, Environmentally Controlled — 75% responded "Every day".
  • Importance of Being Exact or Accurate — 44% responded "Very important".
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Work Activities
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
  • Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
  • Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
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Detailed Work Activities
  • Direct administrative or support services.
  • Develop organizational goals or objectives.
  • Prepare operational progress or status reports.
  • Communicate technical information to suppliers, contractors, or regulatory agencies.
  • Establish standards for products, processes, or procedures.
  • Develop organizational policies or programs.
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Knowledge

Customer and Personal Service
  • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Administration and Management
  • Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
English Language
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
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Skills

Reading Comprehension
  • Understanding written sentences and paragraphs in work related documents.
Active Listening
  • Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Time Management
  • Managing one's own time and the time of others.
Speaking
  • Talking to others to convey information effectively.
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Abilities

Oral Comprehension
  • The ability to listen to and understand information and ideas presented through spoken words and sentences.
Written Comprehension
  • The ability to read and understand information and ideas presented in writing.
Oral Expression
  • The ability to communicate information and ideas in speaking so others will understand.
Written Expression
  • The ability to communicate information and ideas in writing so others will understand.
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Personality

People interested in this work like activities that include ideas, thinking, and figuring things out.
They do well at jobs that need:
  • Achievement/Effort
  • Persistence
  • Initiative
  • Leadership
  • Cooperation
  • Concern for Others
  • Social Orientation
  • Self Control
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Technology

You might use software like this on the job:

Data base user interface and query software
  • Yardi Hot Technology
  • Microsoft Access Hot Technology
  • Data entry software Hot Technology
  • Sage 300 Construction and Real Estate
  • FileMaker Pro
Word processing software
  • Microsoft Word Hot Technology
  • Google Docs Hot Technology
Graphics or photo imaging software
  • Microsoft Visio Hot Technology
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