Administrative Support Supervisor - Central Team

Position Title:Administrative Support Supervisor - Central Team

Salary Range: $68,977.76 - $96,568.85

Job Description Summary:

This position assists organizational leaders in team business management and prioritization and oversight of administrative support. This position is also responsible for budgetary and fiscal management, process, policy and procedure development, and personnel management. This position leads and supervises the Central Services support staff.

Job Description:

Essential Duties and Responsibilities

1. Assists the leader(s) in team business management.

Provides project management for day-to-day activities of team leader(s), accepting delegated responsibility for follow-up activities, advising leader(s) as to their status, and escalating as appropriate.

Prioritizes, assigns, and ensures successful completion of requests from leaders for administrative support to direct reports.

Monitors and manages delegated expenditures.

Analyzes and processes documents for signatures and updates applicable systems to reflect changes as needed.

Creates, administers, and oversees communication content, cadence, and audience to ensure information is effectively dispersed to internal and external stakeholders, as appropriate.

Works collaboratively with team members and other departments to evaluate programs, policies, and procedures, identify and implement improvements based on best practices and educate stakeholders on procedures, policies, and recommendations.

Ensures recommended process improvements are implemented effectively through effective communication and training, creation of standard operating procedures (SOPs) and standard work instructions (SWIs), and collaboration with Administrative Support Supervisor to ensure consistency and alignment.

Contributes to the evaluation of information and asset management systems, management procedures, and internal controls to ensure quality and efficiency.

Supports organizational and team continuous improvement initiatives by identifying opportunities for improvement and supporting both individuals and teams by fostering creativity, efficiency, and collaboration.

Participates in strategic planning sessions to ensure alignment, consistency, and clarity in the implementation of strategic initiatives.

2. Provides and completes a broad variety of advanced administrative tasks to team leader(s)

Performs special projects, including research, review or analysis of information and development of presentations.

Assists by reading, researching, and routing correspondence including email, drafting letters and documents, and collecting and analyzing information.

Establishes presentation templates, compiles and organizes presentations, and records minutes and action plans from meetings, calls, or events.

Makes travel and conference arrangements, submits and tracks expense reimbursement requests.

Provides calendar management by prioritizing inquiries or requests and troubleshooting conflicts.

Arranges meetings, conferences, and initiates telecommunications.

Organizes and maintains appointments, schedules, and calendars.

Coordinates office activities and schedules with other teams, third parties, and public.

3. Manages and coordinates divisional/team meetings and events.

Plans the scope of the meeting or event by working collaboratively with internal and external members to gain an understanding of the purpose of the meeting or event.

Research and work with event planning organizations to secure locations for off-site events

Leads contract formation and manages amendment requests, cancelations, or execution.

Determines marketing needs for events and collaborates with the marketing department to meet needs.

Travels to and attends events to provide onsite event management, as needed.

Ensures adherence to quality standards, deadlines, and proper procedures, correcting errors, or problems.

Delegates tasks and supports team members with planning efforts from start to finish.

4. Serves as a supervisor and coach to designated team members to ensure the effective delivery of administrative support and coordination of services.

Coordinates, leads, and supervises the work activities of [Divisional] support staff by providing workload management, monitoring individual and team performance metrics, measures, and goals.

Responsible for reviewing and dispositioning time off requests, expense requests, and determination of work schedule adjustments.

Coordinates and facilitates training, cross-training, and collaboration to empower support staff and build sustainability.

Leads the performance management and evaluation of direct reports.

Collaborates on team capability and capacity needs, and makes recommendations on administrative staffing such as hiring, performance improvement, career progression, etc.

Ensures adherence to quality standards, deadlines, compliance, and proper procedures.

Frequent collaboration and communication with divisional leader on team progress, constraints, and future opportunities

Promotes and reinforces a culture of collaboration and trust.

5. Attends other meetings and conferences that provide ongoing professional development.

6. Serves as backup to other Administrative Support Supervisors and provides leadership and supervision in their absence.

7. Other duties as assigned.

Additional Job Description:

Required Qualifications

Bachelor’s Degree in business administration, or related field, AND

Three (3) years of directly relevant experience as a professional for executive-level personnel, OR

An equivalent combination of post-secondary education and training and relevant professional work experience equal to 7 years AND

Demonstrated experience knowledge of business processes and procedures.

Two years of experience in leading or directing projects, people, or teams

Preferred Qualifications

Five (5) years of experience as a professional for executive-level personnel

Three (3) years of experience in leading or directing projects, people, or teams

Event planning and/or coordination experience

Demonstrated experience communicating effectively with public and/or private sector contacts

Position open until filled.

Salary Range:

Grade 9, $68,977.76 - $96,568.85 per fiscal year, commensurate with experience.

First review of applications will take place May 30th. If interested, please submit your application prior to this date to be considered.

Location:

This is a hybrid position, and is subject to Sourcewell's telecommuting policies and procedures.

This role is expected to have duties onsite at least 2-3 times per week, which will require you to commute to our headquarters regularly. Specifically, supporting our Central Services team.

The ideal candidate should be within a reasonable 2-3 hour driving distance from Staples, MN.

On occasion may be expected to attend meetings or trainings at Sourcewell's headquarters in Staples, advance notice would be given to team member.

*Sourcewell is currently accepting applications from all states, except the following: California, Colorado, Connecticut, Illinois, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Oregon, Rhode Island, Vermont, and Washington. Applicants living in or planning to relocate to a state not on this list are encouraged to apply. *

Sourcewell exists to empower community success. We stand with our partners in government and education striving to recognize and honor the differences in each of our community members. We are committed to removing barriers to equity.

Values

Seek. Be curious.

Empower. Be accountable and liberate others.

Impact. Be a difference maker

Full Time/Part Time: Full time

Position Type: Regular

Scheduled Hours:40Staples, MN

R-1378