Administrative Services Manager
Full-Time Administrative Services Manager at Hmong American Partnership
Available Openings: 1
Posted Date: July 30, 2024
Industry: Administration, Non Profit
Pay Type: Salary
Compensation: $58,310 - $83,440
Education Level: Associate's Degree
E-Verify: Yes
Criminal Background: Case-by-Case Review
To Apply

Primary Function of the Position

Reporting to the Director of Administration, the Administrative Services Manager is responsible for overseeing the administrative operations support to all HAP locations ensuring excellent customer service is provided to all internal and external stakeholders. This position will collaborate across teams to deliver consistent support. This position qualifies as a member of the HAP Leadership Team and is expected to exhibit strong supervisory and/or leadership skills as it relates to the execution of the organization’s mission and vision.

Responsibilities

Position Responsibilities

Oversee front desk administrative operations at all locations including all internal and external requests submitted to the administrative team and delegate tasks to team members Supervise administrative support staff assigned at each location to ensure optimal level of customer service, hospitality, safety and security to HAP guests, clients, and staff Organize schedules and work of support staff to ensure all front desk and lobby areas are opened and closed daily in a timely manner according to HAP policies and procedures Create, maintain and update standard operating procedures for all front office administrative and operations procedures Handle and resolve customer issues, complaints and incident reports in accordance with HAP policies Plan and lead monthly team meetings Conduct performance evaluations and coach team members to further develop competencies Identifies opportunities for cost savings in assigned areas; recommends and implements policy or process changes as needed Create and manage budgets for the team Partner with Facilities Supervisor to ensure buildings, grounds, equipment, and supplies are maintained and serviced, and ensuring all shared spaces are presentable, clean, and in compliance with safety standards, which may include acting as back-up janitorial staff in emergencies when the janitors or maintenance staff are not available Oversee and/or support event planning logistics for agency-wide events in partnership with the Executive Assistant to CEO Maintain an organized and comprehensive filing system for all electronic records, and any paper documentation (i.e. guest logs), track offsite records and document storage, including coordination of scanning of files Maintain vendor relationships and contracts, facilities rental, office equipment tracking and distribution, and record retention Attend and participate in all scheduled organizational and departmental meetings Other duties as assigned, and as needed, to further the goals of the program and in alignment with HAP’s mission

Qualifications

Education and Experience

  • At least three (3) years of office and customer service experience 
  • At least one (1) year of supervisory experience 
  • Associate’s Degree in Business or related field preferred 
  • Bilingual in Hmong and English preferred 
  • Prior experience working in nonprofit organization preferred 
  • Have access to reliable transportation to travel between office locations on a regular basis

Skills, Knowledge and Abilities

  • Excellent customer service skills and ability to effectively interact with and assist employees, clients, participants and guests at all levels of the organization 
  • Ability to work with diverse staff, clients, and organizations, and provide effective supervision to a multilingual and multi-ethnic staff
  • Proactive ownership approach to work, ability to appropriately and discreetly handle confidential information 
  • Ability to apply effective time management and self-management skills in a busy work environment; ability to meet deadlines despite regular interruptions 
  • Exceptional organizational skills 
  • Ability to use various electronic communication tools including Office 365 programs and other miscellaneous databases 
  • Possess excellent written and verbal communication skills 
  • Strong attention to detail in data-driven work 
  • Ability to problem solve and recommend effective processes 
  • Must be willing to work occasional weekends and evenings when needed, and be flexible to a varying work schedule as necessary

Hmong American Partnership

Contact: Camille Kuusisto
Phone 651-298-0686
Email camilleg@hmong.org
394 University Ave W
Saint Paul, Ramsey, MN 55103
US
Transit: On the Green Line, On bus line