ADMINISTRATIVE OPERATIONS MANAGER JOB DESCRIPTION

Running administrative operations without clear ownership means scheduling gaps go unresolved, vendor agreements drift out of compliance, and budget variances surface too late to correct. The Administrative Operations Manager is the person who closes those gaps. This role holds day-to-day accountability for staff scheduling, budget monitoring, policy enforcement, and vendor oversight across a single site or department, working alongside department directors, finance teams, and frontline staff. Few mid-level roles touch as many operational levers simultaneously.

As the Administrative Operations Manager, you will own the administrative and operational functions that keep a department or facility running to standard, from coordinating schedules and processing payroll to monitoring fiscal performance and ensuring regulatory compliance. You will report to a department director or senior operations leader and serve as the primary point of contact across staff, vendors, and cross-functional partners.

Career Impact: Mastery of multi-function operations at this level, spanning budget administration, vendor contract management, and HR compliance - builds the credentials that hiring managers look for in an Operations Director or Senior Site Manager.

Business Impact: When scheduling, billing, and compliance functions are managed well, the department avoids the cost overruns and service disruptions that fall directly on clients, patients, or campus communities.

Growth Opportunity: The breadth of this role, touching finance, HR, facilities, and vendor relations simultaneously, accelerates the path toward senior operations leadership faster than a single-function position would.

• Coordinate staff scheduling and monitor attendance, leave requests, and time records to maintain adequate coverage and payroll accuracy.
• Administer departmental budgets by tracking expenses, preparing monthly reports, and flagging variances to department leadership.
• Manage vendor and contractor relationships from initial agreement through performance monitoring and compliance with contract terms.
• Enforce organizational policies and procedures and recommend process improvements to increase operational consistency across teams.
• Prepare purchase requisitions, invoices, and payment documentation in accordance with established accounting and approval procedures.
• Coordinate compliance activities, including annual inspections, certifications, and regulatory reporting as required by applicable standards.
• Support leadership with project planning, cost estimates, and timeline tracking for departmental and capital initiatives.
• Serve as a communication liaison across internal departments, external partners, and senior leadership to ensure operational continuity.

• Bachelor's degree in business administration, office management, or a related field, or equivalent work experience.
• Three or more years of administrative or operations management experience, with demonstrated responsibility for budget and staff oversight.
• Solid knowledge of accounts payable, accounts receivable, and basic accounting principles as applied to departmental operations.
• Demonstrated ability to manage multiple concurrent priorities with strong attention to detail and consistent follow-through.
• Strong written and verbal communication skills with the ability to liaise effectively across all organizational levels.
• Ability to identify operational problems, evaluate options, and implement practical solutions in a changing environment.
• Experience supervising hourly staff or support personnel, including scheduling, performance feedback, and policy enforcement.

• Prior experience in a regulated environment requiring adherence to federal, state, or local compliance standards such as OSHA, DOT, or healthcare payer requirements.
• Demonstrated involvement in vendor contract negotiation, RFP processes, or capital planning cycles.
• Experience supporting senior leadership with executive reporting, strategic planning documentation, or board-level communications.
• Bilingual proficiency, particularly in Spanish, representing an advantage in client-facing or community-serving operational settings.

• Budget variance rate, measuring how closely actual departmental spend tracks against approved allocations.
• Payroll processing accuracy rate, reflecting the percentage of pay periods completed without corrections or disputes.
• Vendor contract compliance rate, tracking the share of active agreements meeting agreed performance and documentation standards.
• Scheduling coverage rate, measuring the percentage of required shifts filled without last-minute gaps or overtime escalation.
• Inspection and certification completion rate, reflecting timely scheduling and sign-off of all required annual compliance events.
• Typical tools: Work order and maintenance management platforms (commonly cloud-based CMMS or practice management systems); payroll processing software (commonly mid-market HRIS platforms); productivity suites (commonly spreadsheet and document tools).

• Base Salary Range: $55,000 to $80,000 annually, depending on industry and location
• Bonus: Discretionary annual bonus of 5% to 10% where offered
• Equity: Typically not offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contributes a portion of premiums
• PTO: 10 to 20 days annually, plus standard public holidays
• Common Perks: Professional development reimbursement, mileage or travel reimbursement for multi-site roles

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion is a condition of employment for this role, and candidates must be authorized to work in the United States without visa sponsorship. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, disability, age, or any other characteristic protected under applicable federal, state, and local law. Reasonable accommodations are available to applicants and employees with disabilities upon request.

The Administrative Operations Manager owns the full administrative and operational backbone of a university's Facilities department, managing systems such as School Dude and Capital Forecast Direct, preparing payroll and purchase orders, and coordinating compliance with local, state, and federal regulations. Working closely with the Director of Facilities, Environmental Health and Safety Manager, and Chief Engineer, this role enables sound fiscal performance and seamless delivery of campus-wide facilities services.

Key Responsibilities

• Manage the web-based work order and preventative maintenance system (School Dude), prepare work orders for distribution, and ensure annual equipment inspections and certifications are scheduled and completed.
• Maintain the facilities equipment database, including life cycle and replacement costs in Capital Forecast Direct, and generate reports as requested.
• Prepare requisitions, purchase orders, and invoices with appropriate accounting codes, obtain necessary authorizations, and forward payments promptly.
• Process Facilities staff payroll through Paycom, including overtime, on-call, and leave requests, and generate leave reports for supervisor review.
• Work collaboratively with the Director of Facilities, Environmental Health and Safety Manager, and Chief Engineer to ensure compliance with local, state, and federal regulations.
• Support departmental goals, develop and implement operating policies, assist with maintenance schedules, and coordinate staff training and workplace safety programs.
• Maintain the campus space database, assist with strategic space planning, and support the development of project proposals, cost estimates, budgets, and timelines.
• Monitor contractor performance to ensure terms of agreement are met, oversee purchasing usage, prepare monthly expense reports for the Business Office, and assist with capital budget requests.
• Maintain the campus utility and energy use database, assist the Director in negotiating utility contracts, and support departmental budget preparation and fiscal monitoring.
• Maintain departmental personnel files, update employee information, and keep job descriptions current for non-exempt staff.
• Assist with crisis communication, coordinate responses to campus inquiries, collaborate with the conference and events office to meet Facilities requests, manage supplier and contractor communications, and support special departmental events.

Required Qualifications

• Bachelor's degree in office management or related field, or equivalent combination of education and experience required.
• Minimum three to five years of related administrative or facilities operations experience required.
• Thorough knowledge of accounts payable and accounts receivable principles, methods, and procedures.
• Working knowledge of basic accounting principles, methods, and standards, with ability to adapt established methods to varied accounting transactions.
• General knowledge of construction, renovations, contracts, office procedures, practices, and equipment.
• Proficiency in Microsoft Office products, including Word, Excel, PowerPoint, Outlook, and OneDrive, as well as database systems.
• Proficiency with School Dude Maintenance Direct and Capital Forecast Direct or similar systems preferred.
• Ability to supervise work tasks of hourly staff and work study students.
• Excellent organizational and customer service skills with ability to perform multiple tasks in a fast-paced environment, work extended hours as necessary, and communicate effectively both verbally and in writing.
• Ability to uphold the University's commitment to inclusive excellence in a diverse educational community.

Embedded within the Federation for Education Innovation at Planned Parenthood, the Administrative Operations Manager delivers end-to-end grants and contract administration, from drafting contractual agreements to monitoring grantee compliance and disbursing payments to affiliates. Working closely with the Managing Director, Finance, program staff, and affiliate partners, this role strengthens organizational operations and advances racial equity and diversity, equity, and inclusion values across all business practices.

Core Functions

• Support the Managing Director in tracking the budget and expenses for the Office of the CFEIO.
• Serve as a partner in the annual budget and planning process, ensuring expenditures are in alignment with grants and contract obligations, including communications outreach across FEI teams and Finance.
• Work with the Managing Director to develop scopes of work for the department and facilitate PPFA's Strategic Plan goals using procurement policies to ensure diversity, equity, and inclusion in business practices.
• Oversee contract and legal compliance for FEI and represent FEI on the Procure-to-Pay Steering Committee, ensuring all FEI departments adhere to PPFA procurement policies and procedures.
• Oversee the contract review process and tracking system for funding, including performing ongoing monitoring of grantees and vendors in collaboration with program staff.
• Draft contractual agreements and work across functions within PPFA for final approval.
• Manage payment disbursement of grants to affiliates and provide day-to-day support, inclusive of tracking and reporting metrics as required by funding sources.
• Develop, document, and share systems and best practices for the administration of grants and contracts within FEI, and process payment requests.
• Ensure FEI processes and efforts are effective in tracking organizational priorities and identifying risk.
• Support the Managing Director with professional development tracking, manage FEI SuccessFactors actions via HR, and serve as the primary liaison with IT for FEI.
• Maintain communication with affiliate partners, FEI leadership, the Board Programs and Investments team, staff, and vendors to ensure proper operations of the division.

Qualifications & Experience

• Minimum 3 years of directly related professional experience, with nonprofit, grantmaking, or grants administration experience strongly preferred.
• Demonstrated ability to analyze and improve organizational processes to enhance quality, productivity, and efficiency.
• Commitment to advancing racial equity in operational processes and to PPFA's mission and diversity, equity, and inclusion values, including demonstrated comfort working with a multicultural workforce and diverse groups.
• Strong organization, time management, and problem-solving skills with extreme attention to detail and ability to anticipate and prepare accordingly.
• Excellent collaboration skills across divisions, functions, and geography, with the ability to engage colleagues at all levels while continuing to own and drive projects and processes.
• Ability to juggle multiple projects and deadlines successfully and thrive in a fast-paced, dynamic environment with quickly changing priorities and ambiguous situations.
• Exceptional judgment and ability to handle rapid-response scenarios calmly under pressure.

Reporting to firm leadership, the Administrative Operations Manager shapes the performance and culture of Client Service Support teams across a public accounting firm, overseeing full-cycle vendor relationships, facilities management, and operating cost analysis for assigned locations. Partnering with regional operations, finance teams, and other administrative support departments, this role delivers the process improvements and consensus-building that enable the firm to meet evolving business and client expectations.

Primary Duties

• Manage and oversee the development and performance of the Client Service Support team and ensure appropriate staffing levels are in place to provide exceptional client service.
• Champion regional and firm initiatives and process improvements to enhance consistency and improve efficiencies among administrative teams and client groups.
• Partner closely with firm leadership to understand business needs and client expectations, and proactively communicate best practices across all departments and locations.
• Administer firm policies and procedures and recommend new processes where appropriate, partnering with other administrative support departments to drive consensus and secure resources for regional projects.
• Manage facilities and related maintenance, services, and moves of assigned locations.
• Work with regional operations and finance teams to analyze activities, operating costs, and forecast data to evaluate progress toward business trends, goals, and objectives.
• Complete special projects, developing and executing against plans, budgets, and timelines in close collaboration with leadership and other departments.
• Manage full cycle local vendor relationships from RFP through contract negotiation and enforcement of terms.
• Continuously develop expertise in administrative and operational functions by attending workshops, reviewing professional publications, and networking within the public accounting industry.

Skills & Qualifications

• Bachelor's degree or equivalent experience required.
• Minimum 5 years of related experience in a complex organization, including demonstrated involvement in building and leading high-performing teams and fostering an inclusive culture.
• Public accounting or professional services experience preferred.
• Ability to understand problems, think critically, and identify creative solutions in a changing environment, championing change and influencing others.
• Self-directed professional with strong interpersonal skills.
• Ability to handle sensitive situations and confidential information with discretion.
• Experience coaching and managing a team, including remote members, with strong verbal and written communication skills, and the ability to articulate complex issues.
• Ability to collaborate and work effectively across functions, departments, and teams while building trusted relationships and positively influencing others.
• Ability to travel locally as needed, approximately 20%.

Sitting at the intersection of clinic operations and client experience, the Administrative Operations Manager at the Viera facility leads staff scheduling, patient onboarding, insurance authorizations, billing, and credentialing to ensure the center meets revenue and service goals. Operating across client families, insurance payors, and center staff, this role enables the delivery of exceptional care by maintaining operational and financial performance in a behavior analysis clinic setting.

Duties

• Coordinate and schedule all activities, services, and sessions provided by the center.
• Ensure compliance with established company policies and procedures.
• Manage the office within budget guidelines to include clerical and auxiliary supply purchases, equipment upgrades, and labor costs.
• Increase and stimulate new patient growth by supporting marketing and promotional programs.
• Maintain accurate and up-to-date client records.
• Achieve revenue goals by effectively managing patient scheduling, staff productivity, collections and receivables, and miscellaneous operations expenses.
• Act as a liaison for clients to explain insurance benefits and communicate daily with payors concerning insurance benefits and authorizations.
• Maintain center and equipment cleanliness and safety, and report and correct hazards when necessary.
• Monitor employee time, attendance, and reimbursement programs, verify time sheets, process edits, and communicate with human resources concerning any pay discrepancies.
• Provide impeccable customer service to clients, parents, and the center team.

Education & Experience

• Bachelor's degree or equivalent experience, preferably in Business Management or a related field required.
• Minimum one year of experience in operations, clerical responsibilities, and business management required, with two or more years of customer service experience.
• Minimum one year of experience with CentralReach or comparable practice management systems such as EHR Your Way, Clinic Source, Therabill, ClinicTracker, or Chiron Health.
• Solid experience deciphering insurance benefits information and explaining benefits to clients, and communicating benefit and authorization information to payors, including one year of collections and receivables experience.
• Strong working knowledge of Microsoft Office Suite programs with strong database familiarity.
• Ability to maintain a high level of professionalism when facing difficult situations and when delivering feedback to staff members.
• Ability to follow complex instructions and procedures with close attention to detail, learn quickly, perform multiple tasks, and organize work systematically and efficiently.
• Strong standard of ethics and compassion towards clients and their families.
• Ability to write clear and detailed memos using professional language and correct grammar.

A key member of the plant management team, the Administrative Operations Manager leads supervisory and administrative functions that support the achievement of plant goals, including coordinating work schedules, managing inventory, and filling in for the Operations Manager as needed. Collaborating across team leaders, plant personnel, and customer representatives, this role enables cost reduction, operational consistency, and safe production in a high-volume industrial environment.

Functions

• Coordinate work schedules and manpower needs.
• Work with the team to complete assigned tasks and ensure the completion and quality of all tasks as established within the language of the work schedules.
• Communicate and review disciplinary practices with team leaders to ensure consistency.
• Order supplies and manage the location's inventory reports.
• Interface with the customer to maintain proper production and communicate with subordinates regarding safety, operations, and human resources.
• Contribute to plant cost reduction efforts by instructing subordinates in the most efficient use of production machines and materials.
• Complete all annual reviews of associates who are direct or indirect reports, and complete administrative tasks such as documenting attendance, customer requests, and status reports.
• Fill in for the Operations Manager when absent and attend meetings at facilities with or in place of the Operations Manager.
• Follow OSHA guidelines and MPW safety standards.

Requirements

• Bachelor's degree in business or engineering, or equivalent experience required.
• Minimum two years of management or team leader experience, with two to three years of experience managing and scheduling employees in a high-volume industrial or labor-intensive environment.
• Prior experience in automotive, industrial, and maintenance settings required.
• Strong problem-solving, critical thinking, and conflict resolution skills with professional oral and written communication.
• Customer service orientation with the ability to proactively develop relationships, anticipate needs, and provide solutions for both internal and external customers.
• Ability to schedule and motivate manpower to increase the efficiency and effectiveness of operations.
• A considerate, friendly, and constructive attitude toward fellow employees and customers, treating all people with respect and promoting opportunities within the organization.
• Commitment to continuous improvement, refining and developing new tools and processes through creativity and innovation.

Sustainable revenue in fleet operations depends on the Administrative Operations Manager at Star Tribune Media, who oversees driver and loader scheduling, P&L reporting, payroll reconciliation, and compliance with DOT, FMCSA, IRP, IFTA, and ELD requirements. Based within the Fleet team and reporting to senior leadership, this role enables sound financial management and operational leadership across all fleet functions.

Accountabilities

• Oversee and maintain driver and loader scheduling and driver files.
• Reconcile payroll files and perform reporting and reconciliation functions.
• Serve as system interface lead for fleet operations.
• Maintain office functions and provide leadership to fleet employees.
• Apply financial acumen with a concentration on P&L reporting and labor management.

Experience & Qualifications

• Minimum 3 to 5 years of successful office management experience, or a college degree in office management, business, communications, or a related discipline.
• Minimum 3 to 5 years of P&L experience with financial reporting responsibilities and minimum 3 years in transportation planning or logistics.
• Knowledge of applicable DOT, FMCSA, IRP, IFTA, and ELD requirements.
• Previous supervisory and related transportation logistics experience required.
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint, along with the ability to quickly learn various software programs.
• Excellent communication, problem-solving, and decision-making skills with a strong customer service focus.
• Demonstrated coaching skills and experience providing training and direction to employees.
• Analytical and process improvement skills a plus, with the ability to multi-task in a fast-paced, deadline-oriented environment.

As the Administrative Operations Manager at Mosaic Pediatric Therapy's Apex Clinic, this role leads all key operational functions, including staff scheduling, facility management, new patient onboarding, and KPI monitoring toward performance targets such as scheduled hours fulfillment and billable hours. The clinic relies on this work to maintain continuity of care, support revenue cycle targets, and ensure consistent enforcement of administrative, operations, and human resources policies.

Key Deliverables

• Monitor and report on key performance indicators to the Clinical Director, Vice President of Clinical Operations, and Chief Executive Officer.
• Develop and maintain the client and therapist master schedule to maximize clinic and therapist utilization while fostering continuity and quality of care.
• Modify and change daily schedules as needed to accommodate client and therapist absences and notify clinical staff and parents of appointment changes in a timely manner.
• Review and approve therapist requests for time off in accordance with clinic scheduling guidelines and time-off policies.
• Facilitate client sign-ins and sign-outs at the beginning and end of each appointment, documenting late arrivals and pickups.
• Ensure clinical staff submits appointment documentation promptly to support revenue cycle targets.
• Build and maintain professional working relationships with patients and their families, addressing all non-clinical family concerns.
• Manage and monitor clinic supplies inventory and replenishment schedule, and maintain relationships with landlord and subcontractors for repairs and maintenance.
• Prepare for and train new hires on administrative functions and policies.

Background & Experience

• Bachelor's degree preferably in Business Administration, Healthcare Management, Information Systems, Project Management, Accounting, Finance, Operations Research, Statistics, or Industrial Engineering required.
• Minimum one year of experience in an operations or business management role.
• Healthcare experience preferred.
• Strong working knowledge of Microsoft Excel and Google Sheets.
• Customer service orientation.
• Ability to build strong working relationships with staff members and patient families.
• Ability to learn quickly, perform multiple tasks, and organize work systematically and efficiently.

Administrative Operations Manager coordinates information flows between departments, manages executive reporting cycles, including Monthly and Quarterly Business Reviews, and executes process improvements that support the Vice President and senior management team at Optum Ireland. Success in the position means serving as a trusted liaison across staff, executives, senior leaders, and the CEO while ensuring ongoing communications, strategic initiative tracking, and optimized organizational efficiency within a Fortune 5 company.

Day-to-Day Responsibilities

• Coordinate communications with executives in decision-making, program management, and initiative implementation.
• Review, design, and execute improvements to business information, including Monthly and Quarterly Business Reviews in partnership with Operations, Finance, and other support functions.
• Provide high-quality executive summaries to senior individuals, including the organization of presentations and the analysis and interpretation of information and data.
• Manage and resolve queries on behalf of the Senior Management Team, handle diary and meetings management, prioritize incoming communications, and manage email as required.
• Organize and gather information from various departments and meetings, and report that information, along with recommendations, to executive members.
• Participate in strategic initiatives and report results back to the Vice President, tracking risks, issues, and timeline dependencies.
• Serve as liaison between staff, executives, senior leaders, and CEO regarding company climate, employee well-being, project updates, proposals, and planning.
• Serve as a subject matter expert, handle inquiries, develop action plans, and assist with the preparation and dissemination of communications.
• Actively seek to improve current processes and coordinate organizational procedures for optimized efficiency and productivity.
• Act as deputy for the Vice President in scheduled meetings, including hiring updates, travel, and overhead cost management, Town Hall preparations, and requests from other Chiefs of Staff.

Professional Experience

• Proven experience supporting business leaders and C-suite level management, including experience supporting individuals in multiple global locations virtually, and experience planning and leading strategic initiatives.
• Experience in budget management, data analysis, project management, and consulting with a focus on operations management, with proven success in a project coordination role.
• Advanced skills in MS Outlook, Excel, and PowerPoint.
• Experience supporting multiple leaders in a fast-paced, large matrix corporate environment.
• Exemplary planning, time management, and prioritization skills with excellent judgment and decision-making abilities.
• Strong project reporting skills with a focus on interdepartmental communication.
• Polished demeanor with highly effective written and oral communication skills.
• Ability to manage multiple tasks and deadlines simultaneously with attention to detail and a sense of urgency.
• Integrity and discretion in handling highly confidential information at all times.
• Nimble business mind with a focus on developing creative solutions across interdepartmental communications.