Administrative Services Senior Manager

Oversees day-to-day operations of information maintenance and distribution by forecasting and preparing to guide multiple multi-disciplinary teams to conduct task work. Manages service area workflow by allocating and establishing expectations for staff assignment with consideration for organization-wide resource allocation. Overseeing multiple teams in execution of high-visibility and impactful events by reviewing feedback and beginning to develop novel solutions to wide-spanning issues in delivery of services. Drives budget management to teams by evaluating and implementing complex changes to department budget based on timeline, staffing, space and equipment needs. Manages senior-level relationships with long-standing and impactful vendors by driving and enabling complex vendor relationships with member and KP goals and issues. Mentors teams on data integrity and reporting by anticipating and assigning wide-spanning and high-impact operational tasks.

• Creates and advocates for developmental opportunities for others; builds collaborative, cross-functional relationships. Solicits and acts on performance feedback; works with leaders and employees to set goals and provide open feedback and coaching to drive performance improvement. Pursues professional growth; hires, trains, and develops talent for growth opportunities; strategically evaluates talent for succession planning; sets performance management guidelines and expectations across teams / units. Oversees implementation, adapts, and stays up to date with organizational change, challenges, feedback, best practices, processes, and industry trends; shares best practices within and across teams. Fosters open dialogue amongst team members, engages, motivates, and promotes collaboration within and across teams; motivates teams to meet business objectives. Delegates tasks and decisions as appropriate; provides appropriate support, guidance and scope; encourages development and consideration of options in decision making; fosters access to stakeholders.


• Manages designated units or teams by translating business plans into tactical action items; oversees the completion of work assignments and identifies opportunities for improvement; ensures all policies and procedures are followed; partners with key stakeholders and business leaders to ensure products and / or services meet requirements and expectations while aligning with departmental strategies. Aligns team efforts; builds accountability for and measuring progress in achieving results; assumes responsibility for decision making; fosters direct reports to resolve escalated issues as appropriate. Communicates goals and objectives; incorporates resources, costs, and forecasts into team and unit plans; ensures matrixed resources are fulfilling service or performance requirements across reporting lines. Removes obstacles that impact performance; identifies and addresses improvement opportunities; guides performance and develops contingency plans accordingly; influences teams and units to operate in alignment with operational and business objectives.


• Oversees day-to-day operations by: forecasting and preparing to guide multiple multi-disciplinary teams to conduct task work; reviewing and aligning new processes and systems to ensure general standards and guidelines are met efficiently; reviewing progress across multiple teams and driving accurate and high-impact results in relations to departmental goals; evaluating instructional materials for training on standardized processes for administrative tasks; acting as senior point of escalation for multiple teams complex and highly impactful day-to-day operations; establishing and maintaining partnerships with other functional areas; and partnering with department senior managers to ensure team administrative support needs are met.


• Manages service area workflow by: allocating and establishing expectations for staff assignments with consideration for organization-wide resource allocation; overseeing staffing-related deficiencies and reallocating department resources to ensure quality of service; reviewing progress across multiple teams and driving accurate and high-impact results in relations to departmental goals; evaluating instructional materials for training on standardized processes for administrative tasks; acting as senior point of escalation for multiple teams complex and highly impactful day-to-day operations; establishing and maintaining partnerships with other functional areas; and partnering with department senior managers to ensure team administrative support needs are met.


• Managing multiple teams in coordination and planning of high-visibility and impactful events by: providing recommendations for updates to internal org priorities for conducting meeting facilitating and aiding to implement expectations for meeting facilitations enterprise wide; and establishing guidelines and overseeing booking meeting rooms appropriate for highly complex audiences and meeting objectives.


• Overseeing multiple teams in execution of high-visibility and impactful events by: reviewing feedback and beginning to develop novel solutions to wide-spanning issues in delivery of services; ensuring adequate resources are allocated to execute high-level events successfully; prioritizing and monitoring key senior employee schedules and deadlines when organizing events for maximum availability; serving as a senior point of escalation and resolution for delicate, high-impact issues during meetings and events; and reviewing and identifying improvement criteria for tracking desired event outcomes; and conducting a preparation meeting to ensure all factors are considered, evaluating the agenda, meeting minutes, and meeting summaries, generating and ensuring action-item follow through, conducting surveys to make process improvements, and coordinating high-stakes guest presentations in department meetings or large team meetings.


• Drives budget management to teams by: evaluating and implementing complex changes to department budget based on timeline, staffing, space and equipment needs; uiding staff to ensure the services and processes are cost effective and meet department objectives; influencing the development of direction and strategy to ensure cost-effective events that meet budget requirements; reviewing and may be approving escalated complex vendor requests and evaluating and approving standard allocations of expenses through appropriate accounts.


• Manages senior-level relationships with long-standing and impactful vendors by: driving and enabling complex vendor relationships with member and KP goals and issues; ing and maintaining long-term relationships with strategic leaders, members, and vendors across multiple cross-disciplinary teams; and sharing insights from teams to senior management for high-level innovative collaboration with issue resolution and setting future engagement standards.


• Mentors teams on data integrity and reporting by: anticipating and assigning wide-spanning and high-impact operational tasks; managing staff and service level complex reporting (e.g., productivity, weekly statistics, and statistical reports) are accurate, efficient, and completed to organizational standards; evaluating and driving accuracy on highly-complex reports for overall department budgets; and analyzing problem areas, identifying root causes, resolving data issues, measuring impact of changes, and recommending and beginning to approve basic process improvements and new solutions.


• Manages alignment of strategic direction by: identifying areas of improvement and escalating access, quality, and affordability of services in collaboration with organizational leaders and management while ensuring compliance with regulatory bodies; ing, incorporating advanced strategies, and leveraging innovative processes to improve department direction and strategy; ures, and organizational goals; and planning multiple team efforts to enact set strategic directions and leading implementation of improvements to strategy approaches.

Qualifications:

• Minimum three (3) years of experience in a leadership role (e.g., mentoring or leading a project) with or without direct reports.


• Bachelors degree in Communications, Business, Health Care or related field AND Minimum two (2) years of experience in administrative support or directly related field, OR Minimum five (5) years of experience in administrative support or a directly related field.

• Knowledge, Skills, and Abilities (KSAs): Negotiation; Data Governance; Interpersonal Skills; Project Management; Customer Experience; Strategic Alignment; Leverages Technology; Applied Data Analysis; Data Entry; Data Integrity; Vendor Management; Market Knowledge; Computer Literacy