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Also known as:
Administrative Services Manager, Business Office Manager, Business Unit Manager, Facilities Manager, Records and Information Manager, Records Management Director
Administrative services managers work in all areas of the economy. Their areas of responsibility are quite varied. But whether they work for a large university, a government agency, or for a small company, their role is always the same: administrative services managers are facilitators. By coordinat ...
ing and directing a wide range of support services and personnel, they make it possible for everyone else to get their jobs done.
At one agency or company, areas of responsibility might include secretarial and clerical services, budgeting and financial forecasting, buildings or grounds management, and security. At another organization, inventory control, purchasing, disposing of surplus property, and supervising office computer systems may be part of the mix.
Educational requirements vary, but anyone interested in this occupation should be analytical, detail-oriented, and able to make a decision. An ability to cope with deadline pressure is also important, as is a desire for variety. Administrative services managers work hard, but they are rarely bored.
SNAPSHOT
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Plan, direct, or coordinate one or more administrative services of an organization, such as records and information management, mail distribution, facilities planning and maintenance, custodial operations, and other office support services.
Leadership
HIGH
Critical decision making
HIGH
Level of responsibilities
HIGH
Job challenge and pressure to meet deadlines
HIGH
Dealing and handling conflict
LOW
Competition for this position
MED
Communication with others
HIGH
Work closely with team members, clients etc.
HIGH
Comfort of the work setting
HIGH
Exposure to extreme environmental conditions
LOW
Exposure to job hazards
LOW
Physical demands
LOW
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DAILY TASKS
Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.
Set goals and deadlines for the department.
Acquire, distribute and store supplies.
Direct or coordinate the supportive services department of a business, agency, or organization.
MAIN ACTIVITIES
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Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Interacting With Computers
Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Getting Information
Observing, receiving, and otherwise obtaining information from all relevant sources.
Performing Administrative Activities
Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Making Decisions and Solving Problems
Analyzing information and evaluating results to choose the best solution and solve problems.
Organizing, Planning, and Prioritizing Work
Developing specific goals and plans to prioritize, organize, and accomplish your work.
Communicating with Persons Outside Organization
Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Establishing and Maintaining Interpersonal Relationships
Developing constructive and cooperative working relationships with others, and maintaining them over time.
AREAS OF KNOWLEDGE
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Clerical
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
Customer and Personal Service
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
English Language
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Administration and Management
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Personnel and Human Resources
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
Economics and Accounting
Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
Computers and Electronics
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Mathematics
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
KEY ABILITIES
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Oral Comprehension
The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression
The ability to communicate information and ideas in speaking so others will understand.
Written Expression
The ability to communicate information and ideas in writing so others will understand.
Written Comprehension
The ability to read and understand information and ideas presented in writing.
Problem Sensitivity
The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Deductive Reasoning
The ability to apply general rules to specific problems to produce answers that make sense.
Inductive Reasoning
The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Speech Clarity
The ability to speak clearly so others can understand you.
TOP SKILLS
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Speaking
Talking to others to convey information effectively.
Active Listening
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Coordination
Adjusting actions in relation to others' actions.
Writing
Communicating effectively in writing as appropriate for the needs of the audience.
Time Management
Managing one's own time and the time of others.
Reading Comprehension
Understanding written sentences and paragraphs in work related documents.
Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Negotiation
Bringing others together and trying to reconcile differences.
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