Manager, Administrative Services

The Manager of Administrative Services provides administrative and operational oversight to the Executive office. Performs a wide range of complex administrative duties. Serves as the representative for the Executive office. Provides coordination and liaison with senior management regarding matters of the interest of the college.

• Manages the operations, initiatives, events, and activities within the Executive office of the college/department
• Manages and supervises administrative staff and student workers
• Serves as the lead resource and primary point of contact for the Executive Office of the college/department
• Manages the cross-campus collaboration meetings and the campus-wide divisOfficeion calendar to ensure alignment of events and initiatives to leverage human resources and enrollment
• Provides supervision of administrative functions within the division, supporting effective office daily operations of a complex shared office. Coordinates resources to resolve problems and ensure follow-up, tracking results, and establishing metrics to evaluate customer service
• Provides executive support to the Deans and is responsible for calendar management, travel schedule, event management, information retrieval, communication, and complex administrative matters.
• Provides administrative support for the Executive office student organizations, including group travel and logistical support for the organization's offices
• Manages the cross-campus collaboration meetings for external guests and donors
• Processes internal and external communications on behalf of the Deans, assists in the creation of reports and presentations, prioritizes and responds to inquiries, reviews correspondence for approval/signature, and apprises the Deans of sensitive, executive, and confidential information
• Reviews and manages college-wide complex contracts about auxiliary, events and academic-related support

• Performs all other duties as assigned

Direct Reports:

• Full-time Employees and Part-time Employees

Delegation of Work:

• Regularly assigns work to subordinate(s)

Supervision Given:

• Has primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.

Required Education:

• Bachelors degree

Required Experience:

• Minimum of five (5) years of related job experience

License/Certification:

• Must maintain a valid, current driver's license

• 6+ years of experience in higher education/academic environment
• Knowledge of trends, issues, and accepted practices relevant to the position
• Excellent customer service skills and project management skills
• Experience with planning and supervision of special events
• Ability to anticipate program or organizational needs and work independently without direct supervision
• Ability to distinguish sensitive information and maintain confidentiality

Knowledge:

• Must be proficient in MS Office, Word, Excel, PowerPoint and Outlook

Skills:

• Excellent organizational, interpersonal, and oral written skills

Abilities:

• Ability to communicate effectively with a wide range of individuals and constituencies in a diverse university community

Primary Work Location:

• Works in an office environment

Physical Demands:

• Work is usually performed in a typical, comfortable interior work environment which does not subject the employee to any unpleasant elements; May occasionally be required to work in inclement weather conditions
• Individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks
• Must be able to move up to 10lbs

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Computer/Automated System Proficiency

• Proficient in the use of university applications or automated systems to perform job duties.
• Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Supervision

• Supervises the work of staff employees.
• Sets clear goals and expectations within reasonable timeframes.
• Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
• Provides mentorship and guidance by sharing expertise and best practices.
• Supports staff by providing essential resources, professional development opportunities, and open communication.
• Promptly addresses performance issues with appropriate measures and discretion.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.