Administrative Operations Manager Job Description

Administrative Operations Manager Job Description

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Administrative operations manager provides technical and administrative support in the operation of research projects and specialized research and education facilities.

Administrative Operations Manager Duties & Responsibilities

To write an effective administrative operations manager job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative operations manager job description templates that you can modify and use.

Sample responsibilities for this position include:

Measures, reports and communicates service level goals and quality assurance attainment on a monthly basis for the Operations center overall
Creates, revises and validates critical processes
Designs and produces metrics used to measure efficiency and effectiveness in order to drive process improvements aligned with desired customer outcomes
Analyzes, identifies, and corrects data issues with systems used or owned by the department
Coordinates with the IT department to resolve technology issues affecting production
Utilizes skills, knowledge and experience in continuous improvement methodologies and tools such as Lean Six Sigma to partner with business functions and drive positive impact to our customer experience and satisfaction
Provides thought leadership and guidance on process improvement frameworks by advocating for new ways of doing things, challenging conventional wisdom and introducing and demonstrating proven strategies and techniques
Partners with various business practitioners on operational design and processes to enhance the customer experience and accuracy while balancing operational efficiency
Ensures that all process redesign is repeatable, sustainable, and reduces rework and cycle times while improving quality
Evaluate programs, policies and procedures

Administrative Operations Manager Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Operations Manager

List any licenses or certifications required by the position: PMP, CAPM

Education for Administrative Operations Manager

Typically a job would require a certain level of education.

Employers hiring for the administrative operations manager job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Education, Business, Management, Supervision, Accounting, Business/Administration, Communication, Leadership, Finance, Human Resources

Skills for Administrative Operations Manager

Desired skills for administrative operations manager include:

Center scheduling operations and familiarity with safe operation of fMRI systems
UC Purchasing regulations and guidelines
Use of fMRI in various types of research
Kuali and eMarket
Research administration
Workday
Business information systems and facility operation and maintenance
Business practices
Higher education policies and procedures in areas of personnel and finances
Accounting principles

Desired experience for administrative operations manager includes:

Master’s degree in a field appropriate to the area of assignment AND four years related research experience
Represent the program or function within the department, unit or school
Manage and contribute to the development of outreach strategy that may include relationship development, communications and compliance
May development and/or oversee budgets
Assess training needs and may develop associated training
May direct and/or supervise staff

Administrative Operations Manager Examples

1

Administrative Operations Manager Job Description

Job Description Example
Our company is looking for an administrative operations manager. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative operations manager
  • Collaborates with marketing and communications departments to ensure that collateral, press releases and web publishing are in accordance with company standards
  • Consults with sales/client-facing professionals and provides recommendations on real estate marketing best practices and strategies to maximize value for the team's clients
  • Work with key stakeholders from the KYC Ops Team LOBs to draft Business Requirements
  • Oversee the day-to-day Administrative Support and Office Coordination for all of EO, including support for the SVP & VPs, the other leadership team members
  • Establish and monitor department wide expectations, performance goals and priorities, to ensure a consistent level of service among all associates
  • Engage heavily in the day to day management of the team within a matrixed environment
  • Coordinate team schedules to make certain there is coverage at all times while reviewing time sheets for accuracy and completeness
  • Anticipate the support needs of the Enterprise Operations department and proactively solve problems and/or independently handle issues as necessary
  • Develop and implement the most efficient processes and best-practice support to elevate overall productivity and effectiveness of administrative staff ensuring the team is considered “best in class”
  • Constantly prioritize and manage multiple projects with differing deadlines
Qualifications for administrative operations manager
  • Bachelor's degree and a minimum of two years management experience (external applicant), Bachelor's degree preferred and a minimum of 1 year management experience (internal applicant)
  • 40+ hours per week- varies based on seasonality and the site need
  • Associate's degree or two-year technical certificate
  • Support the development, implementation and improvement of organizational policies and strategies
  • Responsibilities may also include training presentations
  • Advanced skill set with MS Office, Hyperion and Oracle Applications knowledge of SQL
2

Administrative Operations Manager Job Description

Job Description Example
Our growing company is looking for an administrative operations manager. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative operations manager
  • Format raw data (technical and financial) into a professional-level presentation or report
  • Respond on behalf of the Department Head (DH) to any number of inquiries
  • Understand and process complex personnel records
  • Process and approve payments to vendors
  • Oversee the workload of seven administrative assistants spread over the state
  • Reconcile the departmental budget which includes activity from each of the seven research centers
  • Coordinate the annual budget process for the department and assist individuals as needed
  • Oversee diverse budgets that are reconciled and managed on a day-to-day basis by others
  • Follow up on any and all unusual requests
  • Be a cohesive member of the DRC and the VP’s office
Qualifications for administrative operations manager
  • Ability to communicate in a clear and professional demeanor with all levels of the organization
  • Advanced proficiency with all Microsoft Office tools, including Excel, Visio and PowerPoint
  • Space and event planning
  • Ability to apply effective written and oral communication skills to explain, clarify, analyze and resolve issues
  • Ability to establish and monitor staff performance and development goals, assign accountabilities, set objectives, monitor results and conduct annual performance appraisals
  • Adept at promoting a culture of high performance and continuous improvement that values learning and commitment to quality
3

Administrative Operations Manager Job Description

Job Description Example
Our company is searching for experienced candidates for the position of administrative operations manager. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative operations manager
  • Produce and distribute the departmental news letter
  • Communicate updates and changes to procedures as needed
  • Train new administrative associates
  • Handle confidential information with discretion and sensitivity
  • Successfully organize special events
  • Oversee management process to recruit and hire quality Residents from a national pool of hundreds of candidates
  • Supervise and oversee the workload of five staff with responsibility for supporting the Residency Program
  • Maintain accurate records of Residents’ training experiences, in compliance with the ABFM, ACGME, RRC, AOA and licensing requirements to ensure successful completion of residency
  • Serves as Department Payroll/Personnel Liaison (PPL) for a staff of 25-30 staff, temporary and student employees
  • Provides human resource administration support to the Department
Qualifications for administrative operations manager
  • Incumbent must have demonstrated skills in communications and customer focus
  • Demonstrated excellent multitasking skills
  • Review and analyze position descriptions for accuracy and completeness, rewrite as needed
  • Assists leadership in revising position descriptions for reclassification – both upgrades and downgrades, and proofing and correcting position descriptions written by other department staff
  • Ensures those assigned under the AVC Administration and Finance organizational chart meet all HR requirements
  • Works with the Human Resources department (State, Campus and Student) very closely to insure department leadership at all levels of the organization are informed and trained on state policies and practices
4

Administrative Operations Manager Job Description

Job Description Example
Our company is growing rapidly and is looking for an administrative operations manager. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative operations manager
  • Responsible for tracking submission of Position Descriptions and PMPs to the HR Department
  • Prepares emails/documents to HR to accompany new hire paperwork, job reclassifications, and necessary paperwork for all areas of human resources, including submitting request to fill for New, Vacant, Reclassification, and Terminated positions into HCM, and CU Recruit – following through with all steps of the hiring including the handoff of onboarding of new employee to supervisor/ manager/director
  • Responsible for all department personnel and student employee files
  • Ensures all files in electronic and hard copy are managed in an efficient and secure manner
  • Responds to audit requests, meeting state and university requirements
  • Holds human resources training for employees, supervisors, managers, and directors
  • Working with University Risk Management, manages workman compensation claims so that all forms, documentation, procedures, and correspondence meet standards and deadlines
  • Family Medical Leave coordination with HR
  • Trains and develops staff on administrative tasks, document requirements, policies and practices
  • Participate on various committees, training events, special projects, and focus groups, including activities to maintain current knowledge of developments in Human Resources (including Payroll Processes)
Qualifications for administrative operations manager
  • Office Technical Support SME
  • Campus Support (committees)
  • Experience with CU portal including Marketplace, Concur Expense Management, m-Fin, PeopleSoft Finance System, and Cognos
  • Experience in budget analysis, planning support and statistical forecasting
  • Experience working in a parking and/or transportation services department
  • May development and/or oversee budgets, manage finances including monitoring, analyzing, forecasting, and reporting
5

Administrative Operations Manager Job Description

Job Description Example
Our innovative and growing company is looking for an administrative operations manager. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative operations manager
  • Work in collaboration with the Service Chief, Deputy Service Chief, Chairman and Administrator to lead new initiatives and projects
  • Guide and manage the functions and activities of the employees (both technical and administrative) for the Molecular Diagnostics Service
  • Conduct ongoing analysis of the laboratory operations and initiates changes that demonstrate increased efficiency, cost effectiveness, and improved customer service
  • Participate in service space planning and resource allocation planning
  • Prepare and maintain the annual operating, capital equipment, and research budgets for the service
  • Supervise, train, and evaluate assigned support staff for the School of Social Work (SSW) business team
  • Prepares Power Point presentations and creates Excel Spreadsheets as requested-draft correspondence and emails on a daily basis
  • Assists in coordinating management team meetings, off-sites, and all meetings
  • Maintains reports in support of Distribution Center sales efforts such as those relating to pricing corrections, sales reports and vehicle registration
  • Orders and distributes sales promotions and incentives
Qualifications for administrative operations manager
  • Demonstrated success as an inspirational manager who has motivated staff to achieve and sustain excellence
  • Demonstrated problem solving and decision making skills to effectively solve and respond to complicated requests
  • Strong organizational, time management and project management skills, with the ability to support multiple projects of various types at difference stages with emphasis on accuracy and meeting milestones and deadlines
  • Experience using Advantage, Advantage Web Reports, Dashboards, Microsoft applications (i.e., Excel, Word, PowerPoint, ), MyReports, Concur, Kenexa Brassring, and PeopleSoft
  • Bachelor's degree in related area and / or six years equivalent combination of experience/training/education
  • Knowledge of a variety of administrative operational activities, such as event planning, human resources processes, website updates, financial management, purchasing, and calendar management

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