Administrative Services Managers

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ABOUT ADMINISTRATIVE SERVICES MANAGER CAREERS
Video transcript

Every organization needs the appropriate facilities, services, and supplies to do its work and keep operations running. Administrative services managers make sure everything their organization needs is in place ahead of time. While positions at smaller organizations may include oversight of all aspects of administration, including supervision of administrative staff... in larger organizations, their duties tend to be more specialized. Many administrative service managers oversee the maintenance of buildings, grounds, and environmental practices. Others supervise activities that include recordkeeping, mail distribution, printing and copying, as well as office upkeep. Administrative services managers also plan for maintenance and the future replacement of equipment, such as computers. They may recommend buying new or different equipment and supplies to lower energy costs or improve indoor air quality. Typically administrative services managers work full time, in organizations such as school districts, healthcare facilities, and government agencies. They may leave the office to inspect facilities and supervise maintenance activities. Candidates for this field generally need a bachelor's degree and related work experience that shows management and leadership ability. For some positions, a high school diploma and significant work experience in roles such as facility management, or technical positions, may be enough.

SNAPSHOT
Plan, direct, or coordinate one or more administrative services of an organization, such as records and information management, mail distribution, 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
LOW
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
Daily tasks

Conduct classes to teach procedures to staff.

Set goals and deadlines for the department.

Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.

Prepare and review operational reports and schedules to ensure accuracy and efficiency.

Acquire, distribute and store supplies.

MAIN ACTIVITIES
Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish your work.
Making Decisions and Solving Problems Analyzing information and evaluating results to choose the best solution and solve problems.
Scheduling Work and Activities Scheduling events, programs, and activities, as well as the work of others.
Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
AREAS OF KNOWLEDGE
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.
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.
English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
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.
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.
Computers and Electronics Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Public Safety and Security Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
Mathematics Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
TOP SKILLS
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.
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
Time Management Managing one's own time and the time of others.
Speaking Talking to others to convey information effectively.
Coordination Adjusting actions in relation to others' actions.
Writing Communicating effectively in writing as appropriate for the needs of the audience.
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.