Main Responsibilities and Required Skills for Administrative Manager
An Administrative Manager is a professional who supervises and coordinates overall administration activities. They provide financial management and administrative support, oversee payroll, and prepare reports. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administrative Managers.
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Main Responsibilities of Administrative Manager
The following list describes the typical responsibilities of an Administrative Manager:
Administer
Administer H&S-related quizzes, conduct drills and complete the Quality Improvement Plan.
Administer leave process, reviewing requests and tracking leave entitlements per staff member.
Analyze
Analyze and interpret financial data and prepare financial reports, statements and / or projections.
Analyze and manage all costs associated with mail.
Analyze and report plant operational performance.
Analyze financial, enrollment and human resources data and prepare reports.
Answer
Answer and transfer incoming telephone calls.
Approve
Approve and test new hardware.
Assess
Assess alternatives and consequences.
Assess impact of surpluses / deficits and reviews variances.
Assist in
Assist in on-boarding new agents and staff.
Assist in Solar Engineers with 2D Design.
Assist managers to monitor sick time and WCB claims.
Assist the client to the appropriate treatment room.
Assist the Health and Safety Coordinator carry out incident investigations.
Assist walk-in inquiries and clients.
Assist with mail and courier services as needed.
Attend
Attend regular campus and Divisional meetings as requested.
Attend and take minutes for most conference calls.
Attend weekly meetings with the Dean, Chairs meetings, and all School meetings throughout the year.
Break down
Break down the costs by client and / or team.
Carry out
Carry out other assignments of an administrative nature as may be required.
Classify
Classify invoices and documents.
Collaborate
Collaborate with the clients, their families, and other care cycle partners as needed.
Collect
Collect, organize, and store information using computers and filing systems.
Communicate
Communicate methods, standards, criteria or policies to ensure attainment of those goals.
Complete
Complete any additional State and Federal reporting required.
Complete assignments within strict deadlines and with minimal supervision.
Complete effective financial analysis in support of division reporting objectives.
Conduct
Conduct evaluation of employees.
Conduct meetings on a monthly basis.
Conduct monthly H&S Committee Meetings and document meeting minutes.
Conduct record audits on a quarterly basis.
Conduct reference checks, collects required documents and record entry / keeping.
Coordinate
Coordinate and maintains master administration and departmental policy manuals.
Coordinate and manage an efficient schedule of clinicians under the guidance of the VP-Health.
Coordinate annual physical inventory.
Coordinate meetings and requests.
Coordinate physical counts, OA analysis and continuous improvement initiatives.
Create
Create client files with report templates and assessment forms.
Create invoices and uploads reports in the portal.
Design
Design and implement clerical policies and procedures by establishing standards and procedures.
Determine
Determine appropriate action beyond guidelines.
Determine employee preferences, taking inventory of supplies, ordering snacks and beverages.
Develop
Develop and implements division policy and procedures.
Develop, review, and improve administrative systems, policies, and procedures.
Develop, oversee and implement a departmental communications strategy.
Direct
Direct and control corporate governance and regulatory compliance procedures within establish.
Direct and oversee company meeting all government licensing and permit requirements.
Direct and guide the Department's management and professional staff on personnel matters.
Distribute
Distribute site-specific information to staff.
Distribute new or revised policies according to procedures developed for managing systems.
Ensure
Ensure all electronic data is properly safeguarded and backed up for redundancy.
Ensure all rebate programs and deductions are in line with our system & submitted to Accounting.
Ensure compliance with collective agreements.
Ensure consistency of field installation activities.
Ensure cost effectiveness of expenditures.
Ensure deadlines, goals, and regulatory reporting requirements are met.
Ensure excellent client relations at all times.
Ensure faculty and staff are aware of UBC Respectful Environment policy.
Ensure proper oversight on food orders.
Ensure staff H&S-related certifications are up to date (i.e., First Aid, WHMIS, Biohazard, etc.).
Ensure strong commitment and collaboration to executing service level agreements.
Ensure that all administrative staff are trained and provide mentorship as needed.
Ensure that all phases of the program match or exceed faculty and national accreditation stands.
Ensure that functions are cost effective and aligns with the needs of the company.
Ensure that safe work procedures are developed and enforced.
Ensure that team members adhere to HIPAA compliance rules and regulations.
Ensure that the visitor sign-in sheet is maintained for compliance purposes.
Ensure the operations comply with regulations and laws.
Establish
Establish and maintains effective working relationships with all constituencies of the College.
Execute
Execute and manages budgets including area level P&Ls.
Extrapolate
Extrapolate data from tracking documents to produce reports as needed.
Facilitate
Facilitate and lead the payroll / bill process, ensure data & record accuracy.
Facilitate communication to improve processes and promotes strong internal controls.
Forward
Forward all necessary documentation to Facilities and IT through inter-office mail or via email.
Foster
Foster Collaboration and Teamwork.
Foster positive relationships to drive organizational change and streamline process improvements.
Grow
Grow personally in their love for Jesus and passion to follow Him.
Guide
Guide workflow of Internal Control Team.
Handle
Handle all performance / grievance issues within the department.
Hear
Hear and resolve employee grievances; and counsel employees and supervisors as required.
Hire
Hire and train or arrange for training of staff.
Identify
Identify issues and trends regarding mail and addresses said issues appropriately.
Initiate
Initiate corrective action as needed.
Initiate and coordinate goals, deadlines, and projects for their department.
Inspect
Inspect venues to ensure that they meet company's requirements.
Interview
Interview, hire and provide training for staff.
Keep
Keep management informed by reviewing and analyzing special reports.
Keep the office common and storages areas organized and safe.
Lead
Lead administrative team meetings.
Lead area support team by providing clarity of vision and expectations.
Lead with Integrity and Respect.
Learn
Learn new skills as new activities are undertaken and changes in technology occur.
Liaise with
Liaise with payroll company for high level correspondence.
Maintain
Maintain administrative staff by recruiting, selecting, orienting, and training employees.
Maintain confidentiality and handles sensitive information with discretion.
Maintain discretion in matters identified as sensitive.
Maintain excellent documentation practices.
Maintain fire extinguisher log for HITRUST compliance.
Maintain organization staff by establishing a recruiting, testing, and interviewing program.
Make
Make inquiries as requested.
Manage
Manage and coordinate all billing and invoicing procedures.
Manage and reviews processes and procedures.
Manage annual fiscal closing process for LAE.
Manage office supply and Keeps office organized and clean.
Manage plant working capital effectiveness including AR, AP and inventories.
Manage Positive Pay Decisioning Process.
Manage reward and recognition programs.
Manage staff directly and indirectly through subordinates.
Manage the academic appointments, reappointments and promotion of all Divisional Faculty.
Manage the criminal record check system for all staff of the Society.
Manage the issuing of access cards, pendants, and / or keys for the facility.
Manage the recruitment / interview process for the Program.
Manage the staff schedule and coordinate / fill for absence and vacation.
Manage, troubleshoot and maintain email, contact management systems and databases.
Manage vendors and contractors to ensure compliance with contract performance expectations.
Monitor
Monitor and report on quality of same.
Monitor daily business activities including budget, accounting, travel, and event planning.
Monitor the portal and retrieves referrals and medical disclosures.
Monitor team's performance towards performance goals and objectives.
Negotiate
Negotiate the contracts with vendors.
Order
Order office supplies and manage copier accounts.
Oversee
Oversee special projects and track progress towards company goals.
Oversee payroll, and ensure staff related financial processes and policies are up-to-date.
Oversee all day-to-day Human Resources functions in the Department of Medical Genetics.
Oversee and monitor the Faculty Appointment, Reappointment, Promotion and Tenure process.
Oversee designated administrative matters, including human resources processes.
Oversee the maintenance and processing of all personnel records.
Oversee the scheduling of operational staff and approve work times.
Pay
Pay vendors, expenses, reimbursement & travel arrangement.
Perform
Perform any other tasks as assigned by the immediate manager and / or management from time to time.
Plan
Plan, administer and control budgets for client projects, contracts, equipment and supplies.
Plan and coordinate annual performance assessment for employees.
Plan professional growth trainings and initiatives.
Plan and direct delivery of operational services and systems to support research and education.
Prepare
Prepare findings and recommendations for presentation to the School's leadership team.
Prepare operation briefs to the management about the progress of administrative work.
Prepare reports and briefs for management committees evaluating administrative services.
Prepare the treatment rooms before each appointment.
Produce
Produce complete and accurate minutes from a variety of meeting situations.
Promote
Promote Health and Safety through the workplace and wellness programs.
Provide
Provide administrative management for grant funded M&P, technical, office, and student employees.
Provide administrative support for special programs including the language institutes.
Provide advice and information to staff regarding human resource and labour relations issues.
Provide analytical support for complex budget, financial, or resource analysis projects.
Provide back up support for other administrative staff when needed.
Provide detailed financial data to plant and division personnel as requested.
Provide financial information for Faculty Recruiting Requests including guaranteed funding letters.
Provide financial management and research administration.
Provide guidance and direction, establish clear definitions of responsibilities.
Provide guidance to faculty and staff on all employment matters.
Provide leadership in problem solving, project planning and management.
Provide leadership to designated staff utilizing effective management techniques.
Provide suggestions on methods to reduce negative variances.
Provide suggestion to the management to increase the security of personal information.
Provide supervision and guidance to team members.
Provide support, direction, training and mentorship to the Centralized Administrative Team.
Receive
Receive and respond to inquiries (phone and email).
Reconcile
Reconcile expenditures and determines any needed reallocations to balance accounts.
Report
Report potentially unsafe conditions.
Research
Research vendors and services to find the best products and prices available within a given market.
Respond to
Respond to general inquiries from donors, supporters and partners.
Retrieve
Retrieve key data and produces reports.
Review
Review and allocate 3rd party freight payments.
Review and approve vendor invoices and employee expenses for weekly payable processing.
Review and manage hourly payroll (Kronos) to ensure accuracy.
Review employee timecards for accuracy and manages time off requests for team members.
Review event bills and approve payment.
Review staff performance and ensures employees maximize their efficiency.
Schedule
Schedule appointments for Clinical Staff within Referral to Admin timeframe.
Select
Select, hire, discipline and terminate clerical staff as required.
Share
Share in main office phone / reception responsibilities.
Solicit
Solicit bids from venues and service providers.
Solicit input from site stakeholders as required.
Streamline
Streamline for efficiencies and effectiveness to ensure smooth functioning of the Department office.
Study
Study new regulations and advice staff accordingly.
Supervise
Supervise and coordinate overall administration activities at all locations.
Supervise team staff in preparing payrolls for company employees.
Supervise day-to-day operations of the administrative department and staff members.
Support
Support all functional areas throughout the company as required.
Support division team in developing and updating Oracle standard costs.
Support our sales team through misc.
Support staff orientation, training, and education program.
Support the development and monitoring of the School's annual operating budget and operational plan.
Support the Fuzz health benefit program.
Take
Take responsibility, displays initiative and makes independent decisions.
Target
Target Marketing Packages for mail out, newspaper & email ad campaigns.
Track
Track team time and attendance.
Track timeliness data and client satisfaction.
Train
Train associates on policies and procedures.
Train new administrative team members on CRM data entry.
Train staff regarding records management and other company policies.
Update
Update the databases as required.
Use
Use tact and discretion to deal with or settle complex requests.
Use tact and discretion when providing information.
Verify
Verify purchasing needs and process approvals for non-standard items prior to purchase.
Work with
Work closely with leadership on integration and growth efforts.
Work closely with leadership to analyze needs for workforce development.
Work closely with the Department Head on all matters of strategic planning and direction.
Work independently under general managerial direction in assigned areas of responsibility.
Work is reviewed in terms of achievement of strategic goals and smooth functioning of the department.
Work with Area Manager to meet profitability goals.
Work with fellows on any schedule related changes.
Work with HR on onboarding needs with new hires.
Work with Respiratory Medicine Fellowship Education Committee to review ongoing curriculum changes.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Administrative Manager:
Microsoft Office
MS Outlook
Administrative Support
Administration
Accounting
Office Administration
MS Access
SAP
MS Sharepoint
Most In-demand Soft Skills
The following list describes the most required soft skills of an Administrative Manager:
Written and oral communication skills
Interpersonal skills
Attention to detail
Problem-solving attitude
Team player
Organizational capacity
Analytical ability
Personal suitability
Leadership
Critical thinker
Priority management
Accurate
Organized
Tight deadlines
Time-management
Work independently with little direction
