Administrative Operations Supervisor

2 weeks ago

Hartford, Connecticut, United States Trinity College Dublin Full time
Job Family Group:
Staff
Department/Office:
Center for Experiential Learning and Career Success
Time Type:
Full time
Compensation:
$17.91-$22.39

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.
Exemption Status:
United States of America (Non-Exempt)
Job Overview:

This role requires minimal supervision and is responsible for overseeing, assessing, and training administrative staff, graduate assistants, and student workers within the designated department. The position is crucial for ensuring the efficient execution of daily and periodic operations, which includes budget preparation, management of administrative functions, and the preparation of documentation and reports.

To be considered for this position, please submit a detailed resume outlining your work experience.

Key Responsibilities:
  • Supervises, coordinates, and evaluates staff. Conducts hiring, training, and performance evaluations in line with organizational policies and legal requirements. Plans and assigns work/projects to ensure timely completion of routine and new operational tasks.
  • Manages documentation, database upkeep, and report generation for the department. Ensures completion of required reports and surveys.
  • Handles advanced administrative functions that require independent judgment. Manages time-sensitive issues requiring problem-solving and confidentiality.
  • Plans and oversees departmental initiatives, routine and special projects that necessitate independent decision-making and a broad organizational perspective.
  • Prepares and manages the department's annual budgets/accounts. Generates monthly, quarterly, and annual reports, forecasts, and reconciliations, including recommendations on expenditures.
  • Drafts original and routine reports and correspondence for departmental leadership as required. Ensures compliance with departmental policies through effective information distribution and processing.
  • Provides comprehensive administrative support, including calendar management for leadership, travel arrangements, document processing, event scheduling, and oversight of other designated activities.
  • Collaborates with department leadership to manage communications with internal and external stakeholders.
  • Performs additional duties as assigned.
Additional Responsibilities:
  • Fosters teamwork and collegiality, interacting with confidence and integrity to provide professional leadership during emergencies.
  • Adheres to all organizational policies and guidelines.
Education & Experience:

Required:
  • High School Diploma or equivalent plus seven (7) years of progressively responsible administrative/executive-level support experience. ~OR~
  • Bachelor's degree from an accredited institution plus three (3) years of progressively responsible administrative support experience.
  • Two years of supervisory experience.
Preferred:
  • Experience in roles such as Office Manager, Administrative Manager, or Executive Assistant.
  • Experience managing competing priorities and multiple time-sensitive projects.
  • Experience directly supporting leadership.
  • Supervisory and leadership experience, along with budget development and management experience.
Knowledge, Skills, and Abilities:

Required:
  • Expertise in office management and administrative practices.
  • Ability to effectively manage personnel and processes to achieve objectives.
  • Exceptional verbal and written communication skills at the executive level.
  • Strong time management and organizational skills with attention to detail.
  • Excellent interpersonal skills to foster positive interactions with colleagues.
  • Ability to collaborate and appreciate the diversity of staff, faculty, students, and other stakeholders.
  • Advanced proficiency in Microsoft Office Suite and relevant software programs.
  • Ability to demonstrate professionalism and provide excellent customer service.
  • Ability to utilize quantitative and qualitative data for planning and decision-making.
  • Ability to interact professionally with a diverse group of individuals.
  • Ability to independently perform a wide range of supervisory and administrative responsibilities.
Licenses/Certifications:

None

Other Requirements:

All positions require a current Criminal Background Check (CBC).

Supervisory Responsibilities:

Supervises a section of a department or a group of employees.

Number of Direct Reports:

2 or More

Number of Indirect Reports:

Varied

Supervision Received:

Limited supervision; operates independently.

Interaction:

Works alone, with other employees, and with customers, alumni, vendors, and public/government officers.

Computer Software:

Microsoft Excel, PowerPoint, Windows, Word, Google Suite

Equipment:

Computer, Copier, Scanner

Security Sensitive:

All faculty, staff, and students are responsible for adhering to campus regulations and compliance with laws related to security matters.

Attendance Standard:

Maintaining minimum attendance requirements is essential, including working all full-time hours as established by the supervisor.

Internal Controls:

Responsible for ensuring effective operations, safeguarding assets, maintaining reliable financial data, and compliance with applicable laws and policies.

Decision Making:

Plans and performs complex or technical work where no standard procedures are available.

Budget Responsibility:

Responsible for departmental budget and expenditure authority.

Financial Responsibility:

Less than $25,000

Physical Requirements:

None

Environmental Conditions:

General office environment

Chemical Exposure:

None

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