Administrative Services Manager
Full Time 60000 - 65000 USD per-year-salaryJob Overview
The Administrative Services Manager oversees the organization’s administrative systems, office operations, and internal service workflows. This role ensures that staff have efficient, reliable administrative support and that the organization’s internal service processes operate with clarity, responsiveness, and consistency. The Manager serves as team lead for the Administrative Coordinators, supports executive level administrative operations, and partners closely with the Director of Executive Affairs to execute strategic priorities related to CEO support, Board governance, and Executive Office operations.
The Administrative Services Manager plays a critical role in strengthening organizational infrastructure through continuous process improvement, cross departmental coordination, and high-quality service delivery.
The Administrative Services Manager oversees the organization’s administrative systems, office operations, and internal service workflows. This role ensures that staff have efficient, reliable administrative support and that the organization’s internal service processes operate with clarity, responsiveness, and consistency. The Manager serves as team lead for the Administrative Coordinators, supports executive level administrative operations, and partners closely with the Director of Executive Affairs to execute strategic priorities related to CEO support, Board governance, and Executive Office operations.
The Administrative Services Manager plays a critical role in strengthening organizational infrastructure through continuous process improvement, cross departmental coordination, and high-quality service delivery.
Administrative Operations & Internal Service Management
- Lead the daily operations of the Administrative Services function, ensuring administrative workflows are timely, efficient, and well structured.
- Manage the internal service desk, including triage, assignment, and follow-up of service requests (e.g., scheduling support, office needs, vendor coordination).
- Maintain and improve administrative systems, tools, and standard operating procedures to support staff productivity and organizational consistency.
- Oversee office management needs (as applicable), including supply ordering, equipment coordination, and facility-related logistics.
- Monitor administrative processes for efficiency gaps and recommend or implement improvements.
Team Leadership & Coordination
- Act as team leader for the Administrative Coordinators, providing coaching, performance support, workload distribution, and skill development.
- Assign and coordinate executive administrative support to ensure coverage for members of the Senior Leadership Team.
- Maintain quality standards for scheduling, meeting logistics, material preparation, communications, and customer service.
- Create a positive, service-oriented culture within the administrative team rooted in collaboration, responsiveness, and proactive support.
Executive Office Support
- Partner with the Director of Executive Affairs to support executive-level workflows, including sensitive scheduling, relationship management, and high visibility planning for the CEO.
- Support the preparation and execution of Board of Directors meetings, including logistics, documentation, and quality control of materials.
- Help manage executive communications, briefing materials, and meeting coordination as needed to ensure smooth Executive Office operations.
Process Improvement & Systems Optimization
- Evaluate administrative operations for opportunities to streamline processes, reduce bottlenecks, and strengthen organizational infrastructure.
- Maintain and evolve templates, administrative systems, and documentation to improve efficiency and consistency.
- Identify and implement improvements to cross functional workflows in partnership with Human Resources, IT, Finance, and Operations.
Cross Functional Collaboration
- Collaborate with internal departments to understand service needs and maintain strong working relationships.
- Participate in planning and coordination for organization wide initiatives, internal communications, and staff engagement activities.
- Support organizational readiness for major projects and events requiring administrative coordination.
Education and Experience
- 5+ years of administrative, operations, or office management experience, with at least 2 years in a team lead or supervisory role.
- HS Diploma or equivalent is a requirement; that plus 5 years of continuous work experience requested in lieu of a bachelors degree (or 3 years of experience + an associate’s degree).
- Demonstrated ability to manage workflows, triage requests, and support senior leaders in a fast paced environment.
- Strong organizational, systems-thinking, and problem solving skills.
- Excellent written and verbal communication skills.
- High level of discretion, professionalism, and judgment when handling sensitive information.
- Strong customer service mindset and ability to work collaboratively across teams.
- Comfort in a wide range of MS Office Suite applications.
- Bachelor’s degree in a relevant field.
- Experience in nonprofit, healthcare, or mission driven organizations.
- Experience supporting executive or governance functions.
- Familiarity with project management tools and administrative systems.
- Ability to develop SOPs, templates, and administrative documentation.
Required
Preferred
Knowledge: Principles and practices of administration, organization, common techniques and practices in a medical clinic setting. Knowledge of medical billing, medical assisting or health education preferred.
Skills: Independently plan, organize, schedule, coordinate and make decisions and judgments relating to assigned projects and other responsibilities. Ability to utilize Microsoft Word and PowerPoint to create training materials that include text boxes, pictures and charts. Ability to learn computer programs, especially current electronic health records program
Effective verbal communication skills within a diverse environment. Ability to establish working relationships and interact effectively with a wide range of people. Proven writing skills, especially for training materials or policies or procedure memos. Excellent customer service skills.
Must have valid driver’s license and ability to drive to all PPM health centers.
Physical Demand: Ability to lift 25 pounds for the occasional need.
Mental Demand: Must be able to function efficiently in a fast paced environment despite distractions and interruptions.
Confidentiality: Must follow all Federal, state and Planned Parenthood health data protection requirements (including HIPAA). May be exposed to confidential information whose disclosure would be contrary to the best interest of the agency, the patient, facility and professional ethics.
Work With Others: Has contact with employees, patients and outside agencies, furnishing and obtaining information. Requires a cooperative and courteous attitude, as well as excellent phone and communication skills.
OSHA Category: This position performs tasks that involve exposure to blood, body fluids, or tissues. All employees who work in the health centers are required to have Rubella immunization and Tuberculosis screening as a condition of employment, with annual Tuberculosis testing thereafter; all employees are offered the opportunity to receive the Hepatitis B immunization at any time at no charge.
Benefits
- Medical, Dental, and Vision insurance.
- Flexible Spending Account.
- Life, AD&D Insurance.
- Short-Term and Long-Term Disability.
- Paid Time Off (PTO) and Paid Holidays.
- Employee Assistance Program.
- 401(k) Retirement Plan.