WHAT DOES AN ADMINISTRATIVE MANAGER DO?

Published: Nov 14, 2024 - An Administrative Manager ensures transactions are executed on time within set KPIs, develops standard operating procedures to boost team efficiency, and sets performance targets. Guides the customer service team to achieve operational goals with a strong focus on communication skills and customer satisfaction. Oversees recruitment, training, and management of administrative staff, setting departmental objectives and performance appraisals to foster professional growth and improve department functionality.

A Review of Professional Skills and Functions for Administrative Manager

1. Administrative Manager Duties

  • Credit History Maintenance: Maintains leave credit history for the faculty sabbatical program.
  • Housing Eligibility Management: Maintains housing credit history for faculty who are in dormitory and post-dormitory housing, generating letters when they are eligible to change housing.
  • Address Database Management: Maintains on-campus physical addresses and address history for faculty (currently in Colleague database, but Blackbaud will replace Colleague).
  • Memorial Record Keeping: Maintains the Memorial Minutes file, finalizing and distributing Memorial Minutes and related correspondence.
  • Committee File Management: Maintains files and listings of Faculty Committees, Faculty Housing, Faculty Changes, Faculty Garages (including files used by other offices).
  • Professional Review Support: Assists the Dean of Faculty and Appointments and Leaves Committee with all scheduling and documentation required to complete the professional review and development process.
  • Recruitment Coordination: Assists with the recruitment efforts by coordinating with department chairs to schedule teaching candidate interviews with deans.
  • Offer Letter Preparation: Prepares offer letters for new faculty and ensures that all hiring paperwork is returned.
  • Event Planning: Makes all arrangements, including scheduling, planning, and catering for Dean of Faculty meetings, luncheons, dinners, workshops, and receptions.
  • Administrative Support: Provides administrative backup support for the Principal’s Office.
  • Educational Evaluation Administration: Administers Post Instructional Evaluation (PIE) survey for student evaluations of teachers each term, and supports the Director of Studies, Dean of Academic Affairs, Dean of Faculty, and Department Chairs in the use of the Evaluation Kit system.
  • Award Documentation: Prepares letters, certificates, and payroll requests for endowed position appointments and faculty awards.

2. Administrative Manager Details

  • Workforce Planning: Lead the workforce planning activities for the stations from the recruitment planning phases to final staffing levels.
  • Stakeholder Management: Ensure Airport interests and objectives are met by developing and maintaining strong working relationships with key stakeholders: Labour Relations, Human Resources, and Corporate Training.
  • Recruitment Leadership: Lead and facilitate the In-Terminal and Airside Operations recruitment initiatives for Airports.
  • Recruitment Communication: Communicate and provide recruitment with the 90/30 day airport recruitment forecasts and the Corporate Airport requirements based on the Workforce planning seasonal projection.
  • Recruitment Monitoring: Closely monitor the recruitment requirements and request updates from the Labour Relations and Talent Acquisition teams on an ongoing basis.
  • Recruitment Consistency: Work closely with the Labour Relations and Talent Acquisition teams to ensure consistency in the airports recruitment process.
  • Recruitment Development: In conjunction with the recruitment team, participate in the review and development of the In-Terminal and Airside Ops recruitment activities/processes.
  • Hiring Guidance: Provide guidance to the Airports Management team in the selection process for all Airports new hires.
  • Recruitment Coaching: Lead and coach managers on the Airports new hire process and ensure all documentation is current.
  • Staffing Management: Overall responsibility for the management of Airports staffing requisitions for all stations and work groups within North America (including escalations).

3. Administrative Manager Responsibilities

  • Transaction Efficiency: Ensure timely execution of transactions within the prescribed KPIs.
  • Procedure Optimization: Develop and implement standard operating procedures to improve team efficiency.
  • Team Development: Develop performance targets, hiring and training new staff, leading to results.
  • Operational Leadership: Guide and direct the customer service team toward achieving operational goals.
  • Skill Enhancement: Ensure that the customer service team has excellent communication, problem-solving, and professional phone etiquette skills for achieving customer satisfaction.
  • Complaint Resolution: Ensure that customer complaints are resolved in a professional manner.
  • Technical Supervision: Provide supervision and technical assistance to the customer service team to attain departmental and organizational goals.
  • Workflow Management: Determine work procedures, work schedules, and workflow for customer service staff.
  • Performance Evaluation: Perform annual reviews, appraisals, and performance management reviews for the customer service staff.
  • Call Management: Ensure that customer calls are handled and answered in a timely and accurate fashion.
  • Staff Recruitment: Responsible for recruiting, selecting, orienting, and training administrative staff.
  • Project Coordination: Initiates and coordinates goals, deadlines, and projects for the department.
  • Staff Supervision: Supervises administrative staff by communicating job expectations, appraising job results, and providing guidance in achieving objectives set for the department.
  • Training Policies: Set policies and procedures for training, coaching, counseling, and career development for staff.
  • Operational Improvement: Develops and implements policies and procedures to improve operations and function of the department.
  • Supply Management: Monitors and procures necessary office supplies.
  • Facility Maintenance: Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.
  • Equipment Management: Manages the renewal, maintenance, and repair of machinery, equipment, and electrical and mechanical systems.

4. Administrative Manager Accountabilities

  • Resource Management: Manage all resources within the department.
  • Partnership Collaboration: Partner with the Director of Administration.
  • Effective Communication: Communicate and work effectively with other managers, staff, and attorneys.
  • Goal Setting: Prepare and accomplish annual goals to strengthen the quality of support provided by this department.
  • Recruitment Oversight: Oversee the recruitment and orientation of newly hired practice assistants.
  • Schedule Management: Monitor and approve work schedules.
  • Service Quality Assurance: Ensure that the assistance provided by the department is meeting the needs of the attorneys and clients.
  • Policy Implementation: Implement the policies of the firm in a fair and consistent manner.
  • Staffing Coordination: Ensure appropriate staffing as needed after hours, during weekends, and over holidays.
  • Training Coordination: Coordinate technology training with the Technology department.
  • Vendor Management: Manage vendors and maintenance for the facility.
  • Systems Analysis: Analyze HVAC systems, lighting, and other factors.
  • Budget Planning: Plan and develop the site management budget.
  • Process Standardization: Analyze and standardize various facilities procedures to improve efficiencies.
  • Supplier Management: Drive supplier compliance and control and manage supplier relationships.
  • Reporting: Provide regular and timely client and management reports.
  • Personnel Supervision: Supervise on-site Company personnel in client location.

5. Administrative Manager Functions

  • Schedule Management: Organize/maintain the daily schedule and all supporting activities for the Team CEO.
  • Transaction Coordination: Manage and work all real estate transactions from contract to close.
  • Compliance Management: Maintain records pertaining to agent's licensing and CE requirements.
  • Database Management: Manage and maintain database/CRM.
  • Data Tracking: Track all numbers pertaining to sales, expenses, and marketing.
  • Professional Representation: Represent professionally while communicating with clients, vendors, and service providers.
  • Continuous Learning: Maintain a desire to be learning-based to ensure total team relevancy.
  • Team Culture Contribution: Contribute to a culture of collaboration, teamwork, and trust.
  • Facility Maintenance: Ensure that all floors and stairwells are swept, mopped, and vacuumed.
  • Sanitation Oversight: Ensure that all bathrooms (sinks, commodes, etc.) are cleaned and sanitized daily.
  • Classroom Maintenance: Ensure that classroom equipment (desks, chairs, dry erase boards) is cleaned daily.
  • Classroom Setup: Ensure that classrooms are arranged properly (chairs, tables, AV material, etc.) before classes.
  • Waste Management: Ensure that trash bins and receptacles are emptied, cleaned, and liners replaced daily.
  • Common Area Upkeep: Ensure that common area equipment (water fountains, microwaves, tables) is cleaned daily.
  • Facility Preparation: Ensure the arrangement of facilities after the award of the project in preparation for project startup.
  • Procurement Management: Purchasing processing, ensuring purchase is followed up.
  • Strategic Planning Support: Strategic planning admin support interpreting data, creating reports from marketing data, collating data sets, etc.

6. Administrative Manager Job Description

  • Fiscal Management: Manage the operational and fiscal activities of the department: staffing levels, budgets, and financial goals.
  • Systems Development: Plan and develop systems and procedures to improve the operations and efficiency of the department.
  • Business Development Participation: Participate in the development of new or expansion of existing business opportunities.
  • Proposal Leadership: Play a leadership role in the development of proposals.
  • Pricing Strategy: Generate weekly price lists for fuel that applies to the following week.
  • Inventory and Supply Chain Management: Responsible for managing purchasing, maintaining inventories, and delivery of product to other locations.
  • Reporting: Prepare a variety of weekly and monthly reports for the management team.
  • Account Reconciliation: Assist in account reconciliations to ensure accuracy and completeness.
  • Financial Analysis: Prepare special reports and financial studies; prepare expense analysis and reporting.
  • Budgeting Assistance: Assist in budget preparation.
  • Event Coordination: Coordinate professional and student life activities.
  • Operations Monitoring: Monitor day-to-day operations of the administrative department and staff members.
  • Systems Improvement: Check and improve administrative systems, policies, and procedures.
  • Supply Management: Ensure the office is stocked with necessary supplies and all equipment is properly maintained.
  • Event Planning: Plan and schedule office events.
  • Information Management: Collect, organize, and store information by utilizing computers and filing systems.

7. Administrative Manager Overview

  • Administrative Oversight: Overall administrative oversight of operations for eight discipline-specific academic business programs.
  • Student Support: Responds to and tries to resolve student issues.
  • Student Services Liaison: Liaises with student services to assist GSB students.
  • Form Processing: Processes all forms as required/needed such as payroll, changes to degree program, etc.
  • Admissions Assistance: Participates in the Admissions process, assisting applicants through the application process, answering questions, and directing students to appropriate people/offices as required.
  • Supply Management: Responsible for ordering supplies, processing ePAFs, processing expense vouchers, etc.
  • Issue Resolution: Assists in resolving questions/issues posed by faculty, academic advisors, program directors, and other departments.
  • Graduate Assistant Oversight: Assists with the selection and oversight of Graduate Assistants.
  • Degree Audit Participation: Participates, with the Office of the Registrar, in degree audits for the 8 NY and two international MBA programs.
  • Academic Collaboration: Collaborates with the faculty and the Dean to align academic initiatives with school policies, processes, planning, and budget.
  • Policy Communication: Communicates and assists to implement policies and procedures to a diverse student population.
  • Data Analysis and Reporting: Collects, analyzes, and reports data and recommends strategies for achieving enrollment goals.
  • Academic Standards Management: Works with Academic Advisors to manage student progress as it relates to academic standards of compliance, processing grade changes, changes in degrees, etc., in coordination with the college’s Registrar Office.
  • Stakeholder Relationship Building: Builds and maintains relationships with Registrar, Financial Aid, Bursar, Purchasing, Budget, International DSO, as well as international MBA program locations and other stakeholders.
  • Wellness Coordination: Serves as the Wellness Coordinator for the GSB.
  • Committee Coordination: Serves as the GSB Graduation Committee Coordinator.
  • Alumni Relations Support: Assists with alumni relations efforts.

8. Administrative Manager Details and Accountabilities

  • Print Management: Lead in-house and external printing activities.
  • Technical Documentation Preparation: Prepare engineered drawings, specifications, and manuals.
  • Print and Distribution Oversight: Oversee high capacity business print work and mailroom distribution activities, including coordination of large-scale mailings.
  • Reception Management: Manage receptionist activities for the Grand Rapids campus.
  • Conference Room Management: Oversee and manage conference room coordination, which includes food service.
  • Archival Management: Manage document archival activities.
  • Inventory Management: Maintain accurate business supply inventory across multiple facility locations.
  • Customer Support: Work closely with internal customers on business needs related to the engineering print room, mail room, and copy center.
  • Equipment Maintenance: Maintain printers, supplies, and parts. Coordinate service contracts.
  • Training Provision: Provide training on workflow and machine operations.
  • Team Accountability: Be accountable for other fulfillment staff in day-to-day duties such as shipping and receiving, fixing machines, document archival and retrieval, and more.
  • Process Improvement: Look for ways to continuously improve printing room and mail room processes and procedures: Research postal requirements, look for cost savings, create efficient workflows.
  • Leadership and Development: Lead and develop team members, communicate clearly, and foster a collaborative, team environment.
  • Task Management: Take on a variety of different tasks as assigned by the Director, Facilities.
  • Office Administration: Overall responsible for general office administration & purchasing.
  • Equipment Control: Ensure office equipment maintenance and control.

9. Administrative Manager Tasks

  • Administrative Leadership: Provide leadership to the Branch administrative operations.
  • Budget Management: Lead the Branch budget development and tracking.
  • Operational Planning: Lead the development of annual Branch operations work plan.
  • Report Oversight: Oversee the completion of the Branch contribution to the Department's annual report and coordinate with Outcome teams to report accomplishments.
  • Communications Coordination: Coordinate Branch internal and external communications.
  • Process Improvement: Identify opportunities for process improvement and coordinate efforts to implement changes.
  • Information Systems Management: Lead and supervise the Branch Information Systems Managers.
  • Data Governance: Establish and provide oversight for data owners and data stewards for Department public land and strategic conservation spatial data sets.
  • Agreement Compliance Review: Review cooperative agreements to ensure they comply with Department policies and have clear attainable deliverables.
  • Agreement Finalization: Work with program leaders, Section Chiefs, and Legal Counsel to ensure the agreements are complete before obtaining final signatures.
  • Strategic Guidance: Work with Statewide Resource Management Section Chiefs to provide direction to staff on issues of strategic importance.
  • Strategic Planning Integration: Coordinate the input of the Statewide Resource Management Branch activities and issues into the Department Strategic Plan and other Department planning efforts.
  • Supplier Management: Ensure the maintenance of Approved Subcontractor/Supplier List.
  • System Review Participation: Participate in management review of system.
  • Quality Control Initiatives: Initiate action to prevent non-conformance relating to internal processes and systems.
  • Improvement Recommendations: Recommend improvement measures to the superior.
  • Support Communication: Assist the MR in internal and external communication.

10. Administrative Manager Roles

  • Executive Reporting: Reporting to the Vice Provost for Academic Programs, the Administrative Manager.
  • Operations Oversight: Oversee the daily operations and programming for the Office of the Vice Provost for Academic Programs (OVPAP) and the Office of the Vice Provost for the Fourth Purpose and Strategic Impact (OVPFPSI).
  • Collaborative Execution: In collaboration with senior management within both offices, execute a wide variety of responsibilities pertaining to the unit's communications, finances, technical, and operational needs.
  • Initiative Leadership: Play a key role in leading the execution of academic initiatives, special events, and projects.
  • Schedule Management: Oversee and manage the day-to-day operations for the OVPAP and OVPFPSI, including managing the complex schedules of the Vice Provosts and other senior members.
  • Logistical Support: Provide technical and logistical guidance to participants of OVPAP and OVPFPSI meetings and events, including senior University administrators, faculty, and relevant stakeholders.
  • Vendor Liaison: Liaise with the appropriate University offices and manage external vendors to meet deliverables for the OVPAP and OVPFPSI, and for other units within the Office of the Provost.
  • Confidential Data Management: Compose and manage highly sensitive and confidential data, materials, and documents to facilitate decision-making and create reports for the University's high-level constituents and other audiences as identified by the Vice Provosts.
  • Translation Management: Manage translation services for educational agreements and other documents, as needed, including outreach to schools/units regarding payment for services.
  • Notification Dissemination: Initiate the dissemination of critical notifications, alerts, correspondence, and announcements for the OVPAP and OVPFPSI, and for the Office of the Provost.
  • Financial Management: Manage and facilitate recurring financial transactions for the OVPAP and OVPFPSI via the P-Card, Concur, and ARC systems.
  • Budget Collaboration: Collaborate with staff in these offices on budget tracking, account reconciliation, and expense projections.
  • Reporting Preparation: Prepare and review reports for the Vice Provosts including those that benchmark programs within the institution or external to the institution.
  • Data Compilation: Compile data collected from institutional or programmatic surveys to support presentations or reports for the Vice Provosts.
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