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Manager, Administrative Services

Basic Position Information

Job Code: 3457

Title: Manager, Administrative Services

Department: Various

Essential Personnel: N

Job Family: Administrative Support

Job Sub-Family: Administrative Operations

FLSA Classification: E

Job Grade: 14

Grade Min: $52,981

Grade Mid: $63,578

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: In-Range

Campus Security Authority: Y

Screening Committee: Y

Motor Vehicle Record Check: N

Job Summary

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

Marginal Duties

  • Performs all other duties as assigned

Supervisory Responsibilities

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


  • Must maintain a valid, current driver's license

Preferred Qualifications

  • 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, Skills and Abilities


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


  • Excellent organizational, interpersonal, and oral written skills


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

Work Location and Physical Demands

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

Position Specific Competencies

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.


  • 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.


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


  • 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.


  • 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.


  • 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.

This job description may not encompass all duties and responsibilities associated with the position.