Administrative Services Manager
Hybrid Role!!!
This is a hybrid remote/in-office position and will be expected to report to the office 1 day/week and work remotely 4 days/week.
Minimum Qualifications:
Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to substantial (five or more years of) full- time increasingly responsible professional administrative experience.
Substitution of Experience for Education: Qualifying full-time increasingly responsible sub- professional, paraprofessional, or professional experience may be substituted for the required education on a year-for-year basis, to a maximum of four years.
Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years.
Roles and Responsibilities:
The Administrative Services Manager (ASM) is a grant-funded position responsible administrative support responsible for completing administrative tasks for client. The ASM will be responsible for managing calendars, monitoring benchmarks and deadlines, and processing contracts, competitive procurements, and invoices. The ASM will also provide general administration support to program management team members.
Duties/responsibilities for this position include, but are not limited to:
· Ability to handle important matters while maintaining confidentiality
· General procurement for staff workshops, apparel, subscriptions, meeting space, and catering
· Meeting planning including securing venue/catering, filling out required paperwork, working with other departments within the client Department to complete contracts for procurement and reimbursement for travel/hotels, etc.
· Support special projects such as the production of a yearly calendar, organizing meetings, and email communication
· Help manage the division-wide shared calendar in Outlook
· Assist with ordering of supplies and equipment
· Support intern onboarding and offboarding and intern equipment-tracking
· Assist with the receiving and shipping of equipment and supplies to remote workers
· Schedule meetings for leadership staff
· Proficiency with building, updating, and maintaining spreadsheets, presentation software, and working efficiently in multiple databases.
· Typing, proofreading, and formatting documents.
· Filing management for paper and electronic documents.
· Use of strong verbal and written communication skills, with the ability to send clear, concise emails and respond in a timely manner.
· Be flexible and adaptable to changing work demands/tasks.
· Organization and attention to detail required.
· Utilize good time management in conjunction with communication to create realistic expectations for others
· Fax, FedEx, Print.
· Attend and take notes in staff meetings and participate in discussions as requested.