POSITION TITLE: Administrative Services Manager
DEPARTMENT: Administrative Services
SUPERVISOR: Chief of Staff
STARTING SALARY RANGE: $48,000 – $58,000/annually
LOCATION: In office; Albuquerque, NM
Under direct supervision of the Chief of Staff, provides all departments with administrative services to support the organization’s day-to-day operations. Manages incoming requests for Administrative Services team resources and is responsible for the oversight of the Administrative Services assistants.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Essential Duties & Responsibilities:
- Manages and oversees assigned staff outcomes by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.
- Provides feedback and training to team members to ensure progress toward objectives.
- Serves as designee for Chief of Staff.
- Assists the Chief of Staff in establishing and enforcing budgets, timelines, and metrics.
- Allocates available administrative team resources to assist with all departments’ special projects and daily tasks to enable successful task performance.
- Manages the incoming call queue and ensures coverage during business hours.
- Oversees the purchase, maintenance, repair, replacement, and disposal of office equipment, consumable supplies, and furniture for Native Forward Scholars Fund office.
- Coordinates with the IT department on all office equipment.
- Manages contract and price negotiations with office vendors and service providers.
- Secures all necessary building-related services, such as cleaning, HVAC, waste removal, grounds care, pest control, and security.
- Maintains working knowledge of all departments’ processes and assists departments with documenting processes to ensure uninterrupted service to all stakeholders.
- Performs intermediate data entry and word-processing activities, including merging letters and labels and data retrieval. Types correspondence and takes minutes as requested.
- Reviews, edits, and proofreads all correspondence and documents for correct grammar, punctuation, and spelling.
- Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, and other documents and communications from drafts, recordings, or verbal instruction, as requested.
- Prepares internal and external written communications, as assigned, and distributes organizational publications.
- Oversees inventory of office supplies, orders supplies, and special requests as needed.
- Assists HR Manager with HR functions such as recruitment, onboarding, evaluations, and termination processes.
- Prepares needed HR forms as required.
- Works with HR to maintain office procedures as necessary.
- Assists HR in the planning and scheduling of employee recognition events, programs, and all staff training sessions.
- Oversees the organization of maintenance of storage areas.
- Oversees the inventory of gifts, swag, and other promotional items. Works with marketing to re-order items as needed.
- Answers incoming telephone calls, determines the purpose of calls, and forwards calls to appropriate personnel or departments, ensuring professional telephone etiquette.
- Records and delivers messages or transfers calls to voicemail when appropriate.
- Retrieves messages from voicemail and forwards them to appropriate personnel.
- Welcomes visitors, determines the nature of business, and announces visitors to appropriate personnel, maintaining a professional and courteous demeanor; answers questions related to program services and provides general information.
- Represents Native Forward Scholars Fund with respect to program activities locally.
- Attends and participates in individual and group presentations and other information dissemination sessions and provides orientation to visitors, parents, and tribal representatives.
- Photocopies, collates, distributes, and files documents, as requested.
- Maintains strict student confidentiality and compliance with the Family Education Right to Privacy Act.
- Embodies Native Forward Scholars Fund Core Values and promotes the Native Forward Scholars Fund organization, staff, and programs positively and professionally.
- Contributes to a team effort and accomplishes related results.
- Perform other duties as required.
An associate degree or technical certificate is required, plus two years of related office or clerical experience, including experience in a supervisory capacity or an equivalent combination of education and experience. Must be able to type at least 45 WPM and demonstrate proficiency in interpersonal communications.
A valid driver’s license is required. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
Knowledge, Abilities, Skills, and Certifications:
- Knowledge of American Indian History, culture, and tribes.
- Knowledge of modern office practices, procedures, and equipment
- Knowledge of records management and basic accounting procedures.
- Exceptional interpersonal and collaborative working skills.
- Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
- Ability to communicate effectively in English, both verbally and in writing.
- Ability to greet the public courteously and obtain and provide appropriate information.
- Ability to maintain confidentiality.
- Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds, employees, and officials.
- Ability to handle multiple tasks and meet deadlines.
- Ability to analyze situations and adopt appropriate courses of action.
- Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and coworkers at all levels.
- Ability to make solid decisions and exercise independent judgment.
- Ability to demonstrate excellence in everything and continually seek improvement in results.
- Ability to follow oral and written instructions.
- Skilled in providing leadership to, supervising, training, and evaluating assigned staff.
- Skills in operating business computers and office machines, multi-line telephone.
- Skilled in customer service.
- Skills in operating business computers and office machines, including various software applications, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee, occasionally, is required to stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 40 pounds.
Work is generally performed in an office setting with a moderate noise level. Extended hours and irregular shifts may be required; Tight time constraints and multiple demands are typical. Travel will be required for training, meetings, conferences, presentations, and other events.
Please submit your letter of interest and resume to Careers@NativeForward.org.