Supervisor, Administrative Services

4 weeks ago

Plano, United States North Texas Food Bank Full time
Job DescriptionJob DescriptionDescription:

The Supervisor of Administrative Services is responsible for planning, coordinating and performing a diverse set of support tasks and managing the administrative staff to ensure the organization has the resources needed to operate efficiently. This includes providing exceptional customer service in all interactions with external contacts such as donors, volunteers, partners and clients.


MINIMUM QUALIFICATIONS:

Education:

  • Bachelor’s degree or an equivalent combination of education and experience

Special Knowledge/Skills/Abilities:

  • Proficiency in MS Office Suite and office equipment
  • Excellent verbal, written and interpersonal communication skills
  • Ability to prioritize tasks, meet deadlines and be responsive
  • Customer-centric and ability to act with integrity, professionalism and confidentiality
  • Ability to exercise sound judgement and objective decision-making
  • Team player with leadership skills; ability to interact with diverse people at all levels

Experience:

  • Five years of office administration, including a minimum of two years in a supervisory role

PRINCIPLE DUTIES AND RESPONSIBILITIES:

  • Act as primary substitute for the front desk, including lunch coverage
  • Assist with the info@ntfb.org inbox and respond to inquiries in a timely manner
  • Assist with coordination of room set ups for internal and external meetings and events
  • Maintain workstation mapping and coordinate workstation assignments
  • Reconcile and complete monthly expense reports
  • Oversee mail-handling, receipting and call handling by Administrative Coordinators
  • Maintain calling tree and attendant console maps and messages (shared with IT)
  • Manage contracts in partnership with procurement, monitor usage and expenses, make adjustments or suggestions for cost allocation and reduction, provide centralized trouble reporting, service coordination and user support for:
  • Office supplies
  • Copier / MFPs
  • Postage equipment
  • Coffee/refreshment service, etc.
  • Miscellaneous office machines and laminator
  • Document destruction service
  • Oversee procurement of office supplies and specified printed materials (business cards, nameplates, name badges, etc.)
  • Provide equitable and timely leadership of performance management and team learning objectives
  • Develop, implement, document, maintain and formulate improvements to processes and procedures for areas of administrative services' responsibility
  • Maintain and organize office supply areas and employee break rooms
  • Serve as a member of the Safety and Social Factor Committees and assist with event planning as needed
  • Perform other duties and projects as assigned in support of all departments

SUPERVISORY RESPONSIBILITIES:

  • Lead a team of approximately five direct reports

MENTAL DEMANDS:

  • The person in this position needs to adapt well in the face of workplace stressors such as customer complaints and competing priorities of reasonable or high significance to the successful function of the unit.
  • Must be able to effectively interpret data and make critical decisions that will have a significant impact on the organization.

PHYSICAL DEMANDS:

  • While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop; kneel, crouch or crawl; talk or hear.
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • The employee must occasionally lift and/or move up to 25 pounds.

ENVIRONMENTAL FACTORS:

  • Moderate noise (i.e. business office with open floor plan with computers, phone, and printers, light traffic).

The mental and physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


This is not necessarily an exhaustive list of all skills, duties, responsibilities, efforts, requirements, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, NTFB reserves the right to revise the job or to require other or different tasks be performed as assigned.


The North Texas Food Bank is an equal opportunity employer.

Requirements:


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