Administrative services manager job description
Updated March 14, 2024
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Example administrative services manager requirements on a job description
Administrative services manager requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in administrative services manager job postings.
Sample administrative services manager requirements
- Bachelor's degree in business administration or related field
- Minimum 5 years of administrative experience
- Proficient in office software, including MS Office
- Knowledge of office management systems and procedures
- Excellent time management skills
Sample required administrative services manager soft skills
- Strong communication and interpersonal skills
- Ability to multitask and prioritize tasks
- Strong problem-solving and decision-making abilities
- High level of accuracy and attention to detail
- Strong organizational skills
Administrative services manager job description example 1
Optum administrative services manager job description
**OVERVIEW OF THE POSITION:**
Responsible for supervising various departments and overseeing the daily operations of the Health Center areas of responsibility as determined by the Health Center.
**ESSENTIAL FUNCTIONS:**
+ Consistently exhibits behavior and communication skills that demonstrate Optum's commitment to superior customer service, including quality, care and concern with each and every internal and external customer.
+ Oversees the management of the Health Center departments and functions (Medical records, Registration/Front Desk, Appointment Center, Switchboard, Transcription).
+ Oversees the administrative functions for at least four of the following Health Center services or programs: Primary Care (Internal Medicine, Family Practice, Pediatrics), Specialty Care (Medical and Surgical), Occupational Medicine Program, Urgent or Immediate Care, After-Hour Services (weekends or nights), Ancillary Services (Radiology or Physical Therapy).
+ Ensures department compliance with HealthCare Partners and departmental policies and procedures.
+ Coordinates patient scheduling with providers' schedules.
+ Monitors appointment availability and makes recommendations for improving access and provider productivity.
+ Develops and implements plans to improve patient satisfaction.
+ Coordinates programs to orient new patients.
+ Participates actively in organizational committees and directs at least one Health Center committee/group which meets on a regular basis.
+ Monitors expenditures and financial disbursements including the coordination of petty cash requests.
+ Assists the Administrator with long-range planning projects.
+ Assumes responsibility for all operational functions of the Health Center in the absence of the Administrator as assigned.
+ Provides direction, leadership and guidance to department supervisors and staff.
+ Provides staff supervision including hiring, training, motivating, evaluating, counseling an d termination of employees as necessary.
+ Participates in the development of departmental policies and procedures.
+ Implements new or updated policies and procedures to ensure compliance with changes.
+ Functions as a liaison and maintains open communication for areas of responsibility with patients, providers, administration and other departments.
+ Develops and implements departmental budgets, goals and required reports.
+ Adheres to Universal Precautions at all times.
+ Adheres to safety policies and procedures at all times.
+ Uses, protects, and discloses Optum patients' protected health information (PHI) only in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards.
+ Performs additional duties as assigned.
**EDUCATION:**
+ 1 or 2 years of post-high school education or a degree from a two-year college.
+ Bachelor's degree preferred.
**EXPERIENCE:**
**Minimum:**
+ Over 3 years and up to and including 5 years of experience.
+ Previous supervisory experience.
**Preferred:**
+ 3 years of experience in a healthcare setting.
+ Previous managed care and/or ambulatory care experience.
**KNOWLEDGE, SKILLS, ABILITIES:**
+ Bilingual in English and Spanish preferred.
**Requirement:** Full COVID-19 vaccination is an essential function of this role. UnitedHealth Group will adhere to all federal, state and local regulations as well as all client requirements and will obtain the necessary information from new hires prior to employment to ensure compliance. You will be expected to perform all essential functions of this role with or without reasonable accommodation. Failure to meet this requirement may result in the rescission of your offer or the termination of your employment.
Careers with Optum. Here's the idea. We built an entire organization around one giant objective; make health care work better for everyone. Optum, part of the UnitedHealth Group family of businesses, brings together some of the greatest minds and most advanced ideas on where health care has to go in order to reach its fullest potential. For you, that means working on high performance teams against sophisticated challenges that matter. Here you'll find incredible ideas in one incredible company and a singular opportunity to do your life's best work.(SM)
Diversity creates a healthier atmosphere: Optum and its affiliated medical practices are Equal Employment Opportunity/Affirmative Action employers and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. Optum and its affiliated medical practices is a drug-free workplace. Candidates are required to pass a drug test before beginning employment.
Responsible for supervising various departments and overseeing the daily operations of the Health Center areas of responsibility as determined by the Health Center.
**ESSENTIAL FUNCTIONS:**
+ Consistently exhibits behavior and communication skills that demonstrate Optum's commitment to superior customer service, including quality, care and concern with each and every internal and external customer.
+ Oversees the management of the Health Center departments and functions (Medical records, Registration/Front Desk, Appointment Center, Switchboard, Transcription).
+ Oversees the administrative functions for at least four of the following Health Center services or programs: Primary Care (Internal Medicine, Family Practice, Pediatrics), Specialty Care (Medical and Surgical), Occupational Medicine Program, Urgent or Immediate Care, After-Hour Services (weekends or nights), Ancillary Services (Radiology or Physical Therapy).
+ Ensures department compliance with HealthCare Partners and departmental policies and procedures.
+ Coordinates patient scheduling with providers' schedules.
+ Monitors appointment availability and makes recommendations for improving access and provider productivity.
+ Develops and implements plans to improve patient satisfaction.
+ Coordinates programs to orient new patients.
+ Participates actively in organizational committees and directs at least one Health Center committee/group which meets on a regular basis.
+ Monitors expenditures and financial disbursements including the coordination of petty cash requests.
+ Assists the Administrator with long-range planning projects.
+ Assumes responsibility for all operational functions of the Health Center in the absence of the Administrator as assigned.
+ Provides direction, leadership and guidance to department supervisors and staff.
+ Provides staff supervision including hiring, training, motivating, evaluating, counseling an d termination of employees as necessary.
+ Participates in the development of departmental policies and procedures.
+ Implements new or updated policies and procedures to ensure compliance with changes.
+ Functions as a liaison and maintains open communication for areas of responsibility with patients, providers, administration and other departments.
+ Develops and implements departmental budgets, goals and required reports.
+ Adheres to Universal Precautions at all times.
+ Adheres to safety policies and procedures at all times.
+ Uses, protects, and discloses Optum patients' protected health information (PHI) only in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards.
+ Performs additional duties as assigned.
**EDUCATION:**
+ 1 or 2 years of post-high school education or a degree from a two-year college.
+ Bachelor's degree preferred.
**EXPERIENCE:**
**Minimum:**
+ Over 3 years and up to and including 5 years of experience.
+ Previous supervisory experience.
**Preferred:**
+ 3 years of experience in a healthcare setting.
+ Previous managed care and/or ambulatory care experience.
**KNOWLEDGE, SKILLS, ABILITIES:**
+ Bilingual in English and Spanish preferred.
**Requirement:** Full COVID-19 vaccination is an essential function of this role. UnitedHealth Group will adhere to all federal, state and local regulations as well as all client requirements and will obtain the necessary information from new hires prior to employment to ensure compliance. You will be expected to perform all essential functions of this role with or without reasonable accommodation. Failure to meet this requirement may result in the rescission of your offer or the termination of your employment.
Careers with Optum. Here's the idea. We built an entire organization around one giant objective; make health care work better for everyone. Optum, part of the UnitedHealth Group family of businesses, brings together some of the greatest minds and most advanced ideas on where health care has to go in order to reach its fullest potential. For you, that means working on high performance teams against sophisticated challenges that matter. Here you'll find incredible ideas in one incredible company and a singular opportunity to do your life's best work.(SM)
Diversity creates a healthier atmosphere: Optum and its affiliated medical practices are Equal Employment Opportunity/Affirmative Action employers and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. Optum and its affiliated medical practices is a drug-free workplace. Candidates are required to pass a drug test before beginning employment.
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Administrative services manager job description example 2
Union Bank of Michigan administrative services manager job description
Lead, manage and serve as a resource to the Commercial Services Administration Team. Prepare Commercial & Industrial and Commercial Real Estate loan documents and provide administrative support to assigned Loan Officers. Effectively manage a team of Commercial Administrators and serve as a resource to answer questions in the absence of the Director of Loan Administration. This position reports to the Director of Loan Administration.
Monitor workflows to ensure work volumes are evenly distributed among the Team including during planned and unplanned absences.
Oversee the Equal Credit Opportunity Act (ECOA) process.
Motivate personnel and promote workplace enthusiasm; provide opportunities for professional growth through education/training and provide the tools/skills (cross train) necessary for employee growth. As well as train new employees.
Prepare performance/incentive/introductory period reviews, as well as disciplinary/corrective actions.
Loan Administration Duties
Perform Quality Control Review of loan documents generated by Commercial Administrative team members prior to closing.
Review Loan Proposal/Approval forms for CIP and proper approval.
Run credit reports.
Order flood determinations.
Perform UCC-1 searches, Concord searches and complete CIP review.
Track loan fees.
Prepare Commitment Letters for Loan Officer review.
Work with Loan Officers and/or attorneys to close loans and prepare loan documents - including SWAP loans.
Prepare post-closing checklists, boarding sheet and any other necessary checklists.
Review executed documents for accuracy, document and follow-up on post-closing items, errors, missing documents, etc.
Bundle scanned executed loan documents, checklists, boarding sheet and place in collaborative folder for booking in the core system by Loan Operations and scanning by Document Retention.
Enter HMDA/CRA data in system.
Forward insurance certificates to Loan Servicing mailbox for tracking as necessary.
Scan financials to Loan Servicing mailbox.
Process declined/withdrawn loans.
Process line of credit renewals and modification, including the preparation of documents
Client Support Duties
Follow and uphold USB Customer Service Standards in interactions with internal and external customers.
Quality Control
Perform quality control review of loan documents generated by Commercial Administrative
team members post closing.
Assist Lenders and Administrators with questions related to completing the HMDA / CRA
Compliance Checklist.
Review Lender / Administrator completed HMDA Compliance checklists to source
documents for accuracy, review Administrator HMDA input in the system to source
documents for accuracy and review any errors with Lenders and Administrators.
Perform quality control function on loans closed in Commercial Services.
Qualifications
Education
Required
+ High School or better
Preferred
+ Bachelors or better
Experience
Required
+ 2-5 years: Supervisory
+ 5-7 years: Commercial Services Experience
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
Monitor workflows to ensure work volumes are evenly distributed among the Team including during planned and unplanned absences.
Oversee the Equal Credit Opportunity Act (ECOA) process.
Motivate personnel and promote workplace enthusiasm; provide opportunities for professional growth through education/training and provide the tools/skills (cross train) necessary for employee growth. As well as train new employees.
Prepare performance/incentive/introductory period reviews, as well as disciplinary/corrective actions.
Loan Administration Duties
Perform Quality Control Review of loan documents generated by Commercial Administrative team members prior to closing.
Review Loan Proposal/Approval forms for CIP and proper approval.
Run credit reports.
Order flood determinations.
Perform UCC-1 searches, Concord searches and complete CIP review.
Track loan fees.
Prepare Commitment Letters for Loan Officer review.
Work with Loan Officers and/or attorneys to close loans and prepare loan documents - including SWAP loans.
Prepare post-closing checklists, boarding sheet and any other necessary checklists.
Review executed documents for accuracy, document and follow-up on post-closing items, errors, missing documents, etc.
Bundle scanned executed loan documents, checklists, boarding sheet and place in collaborative folder for booking in the core system by Loan Operations and scanning by Document Retention.
Enter HMDA/CRA data in system.
Forward insurance certificates to Loan Servicing mailbox for tracking as necessary.
Scan financials to Loan Servicing mailbox.
Process declined/withdrawn loans.
Process line of credit renewals and modification, including the preparation of documents
Client Support Duties
Follow and uphold USB Customer Service Standards in interactions with internal and external customers.
Quality Control
Perform quality control review of loan documents generated by Commercial Administrative
team members post closing.
Assist Lenders and Administrators with questions related to completing the HMDA / CRA
Compliance Checklist.
Review Lender / Administrator completed HMDA Compliance checklists to source
documents for accuracy, review Administrator HMDA input in the system to source
documents for accuracy and review any errors with Lenders and Administrators.
Perform quality control function on loans closed in Commercial Services.
Qualifications
Education
Required
+ High School or better
Preferred
+ Bachelors or better
Experience
Required
+ 2-5 years: Supervisory
+ 5-7 years: Commercial Services Experience
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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Administrative services manager job description example 3
Kaiser Permanente administrative services manager job description
Please speak with Compensation before posting this position. Provides administrative support in a staff capacity to a diverse functional area or business group by directing such activities as budget planning and control, personnel administration, training, communications and workflow procedures. Identifies, coordinates and implements numerous projects/programs to improve the quality and cost-effectiveness of operations and service. Provides support and advice to management. Resolves complex problems, many of which do not have easily definable solutions.
Essential Responsibilities:
Please speak with Compensation before posting this position.
Ensures compliance with organization policies/procedures and regulatory agencies; effective utilization of personnel, materials, space and equipment; and effective customer service.
Recommends and implements internal policies and procedures.
Interprets and applies company policies/procedures.
Manages the budget to meet the fiscal goals for capital, payroll and non-payroll expenses.
Performs financial and staffing analysis.
Coordinates reconciliation of accounts and budget reporting requirements.
Advises management of serious variances.
Recommends and implements solutions.
May include managing complex transfer pricing agreements.
Supervises multiple ancillary functions, such as secretarial support, systems development, communications and training.
In addition, provides human resources support to the entire functional area, including managing the hiring, salary determination and performance evaluation processes.
Directs the units participation in diversity employment programs.
May compile statistics and produce reports (EEO/AA) for human resources and management.
Facilitates/administers training and educational programs, such as professional development, systems training and train-the-trainer programs.
May conduct training sessions.
Identifies service and operational problems and issues.
Provides project management support to identify, research, develop and implement solutions.
Edits/produces any organizational unit communications, such as newsletters and directories.
Represents the organizational unit on administrative matters.
Establishes partnerships with other functional areas and/or regions.
Provides consultation to project teams working on region-wide and/or inter-regional projects.
Basic Qualifications:
Experience
+ Minimum five (5) years of experience managing a multi-disciplinary staff of professionals, technical and non-exempt employees.
Education
+ Bachelor's degree required OR four (4) years of experience in a directly related field.
+ High School Diploma or General Education Development (GED) required.
License, Certification, Registration
+ N/A
Additional Requirements:
+ Experience developing education and training programs.
+ Experience with budget management/ development.
+ Ability to adapt to constantly shifting priorities in managing a wide-range of projects; team player, tactful and diplomatic.
+ Demonstrated excellent interpersonal skills.
+ User knowledge of computer systems/applications.
+ Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
+ May require minimum three (3) years of experience in functional area.
+ Master's degree preferred.
Note
• This is a temporary position.
COMPANY: KAISER
TITLE: Administrative Services Manager - Temporary
LOCATION: Bellflower, California
REQNUMBER: 1090146
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.
Essential Responsibilities:
Please speak with Compensation before posting this position.
Ensures compliance with organization policies/procedures and regulatory agencies; effective utilization of personnel, materials, space and equipment; and effective customer service.
Recommends and implements internal policies and procedures.
Interprets and applies company policies/procedures.
Manages the budget to meet the fiscal goals for capital, payroll and non-payroll expenses.
Performs financial and staffing analysis.
Coordinates reconciliation of accounts and budget reporting requirements.
Advises management of serious variances.
Recommends and implements solutions.
May include managing complex transfer pricing agreements.
Supervises multiple ancillary functions, such as secretarial support, systems development, communications and training.
In addition, provides human resources support to the entire functional area, including managing the hiring, salary determination and performance evaluation processes.
Directs the units participation in diversity employment programs.
May compile statistics and produce reports (EEO/AA) for human resources and management.
Facilitates/administers training and educational programs, such as professional development, systems training and train-the-trainer programs.
May conduct training sessions.
Identifies service and operational problems and issues.
Provides project management support to identify, research, develop and implement solutions.
Edits/produces any organizational unit communications, such as newsletters and directories.
Represents the organizational unit on administrative matters.
Establishes partnerships with other functional areas and/or regions.
Provides consultation to project teams working on region-wide and/or inter-regional projects.
Basic Qualifications:
Experience
+ Minimum five (5) years of experience managing a multi-disciplinary staff of professionals, technical and non-exempt employees.
Education
+ Bachelor's degree required OR four (4) years of experience in a directly related field.
+ High School Diploma or General Education Development (GED) required.
License, Certification, Registration
+ N/A
Additional Requirements:
+ Experience developing education and training programs.
+ Experience with budget management/ development.
+ Ability to adapt to constantly shifting priorities in managing a wide-range of projects; team player, tactful and diplomatic.
+ Demonstrated excellent interpersonal skills.
+ User knowledge of computer systems/applications.
+ Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
+ May require minimum three (3) years of experience in functional area.
+ Master's degree preferred.
Note
• This is a temporary position.
COMPANY: KAISER
TITLE: Administrative Services Manager - Temporary
LOCATION: Bellflower, California
REQNUMBER: 1090146
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.
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Updated March 14, 2024
Updated March 14, 2024