Administrative & Business Support Manager

Children's Home Society Of Florida • Miami, FL

318d • $50,232 - $50,232

About The Position

The Administrative & Business Support Manager oversees the provision of high quality, customer-focused administrative and facility management services that support CHS business functions. The incumbent coordinates administrative tasks, office activities and other team support, ensuring smooth, effective and efficient operations across the assigned community. Overall, the Administrative & Business Support Manager contributes to the CHS high performance by exhibiting our values and providing quality results that position CHS as the leader in delivering proactive behavioral health, case management, community and early childhood solutions for children and families.

Requirements

• HS diploma/GED equivalent required; AA/AS in administration or related field from accredited university preferred.
• Advanced administrative/secretarial training preferred.
• Florida Driver's License within 30 days from hire with daily access to a reliable and insured vehicle required.
• 3 years experience as Office Manager or similar role preferred.

Nice To Haves

• Knowledge of administrative management, basic accounting, and event planning.
• Skills in planning, organization and time management, oral and written communication.
• Proficiency in computer systems and MS Office, including Word, Excel and Outlook.

Responsibilities

• Oversee the provision of high quality, customer-focused administrative and facility management services.
• Perform daily administrative tasks, including mail distribution, phone coverage, filing, and office supplies inventory.
• Coordinate building access and issue ID badges.
• Track and reconcile invoices, process expense reports, reconcile petty cash, check writing and other finance tasks.
• Assist in budget and expense management, as well as in office services procurement.
• Support Executive Director with meetings, calendar support, signatures, travel arrangements, financials, legislative and advocacy activities and local board administration.
• Lead Safety Committee of assigned offices/locations.
• Arrange catering, audio-visual equipment, and other logistics for meetings and events.
• Facilitate CHS Connect/Wellness events and other activities to support team member engagement.
• Lead quarterly administrative support personnel meetings to identify efficiencies and support gaps.
• Maintain active status as a Notary Public and provide notary services when needed.
• Establish and maintain CHS nonprofit profiles on sites such as GuideStar, Community Foundations, etc.
• Serve as content manager for community SharePoint pages.
• Collaborate with IT to assist in managing equipment pickups, collections and on-site equipment reboots.
• Collaborate with Talent to support talent acquisition and onboarding.
• Collaborate with Finance to facilitate P-card processes.
• Collaborate with Philanthropy to process and track restricted gifts, donor checks/donated goods.
• Collaborate with the Director of Facilities to coordinate ongoing building maintenance and repair.
• Serve as point of contact for cleaning services, office/equipment supply procurement and other services.
• Assist with office relocation logistics, renovations, inventory lists and business license renewals.
• Participate in coaching and/or informational 1:1 with Director of Purchasing & Facilities.
• Participate in quarterly peer group meetings facilitated by Director of Purchasing & Facilities and External Affairs.
• Recruit, supervise and support team members and foster their professional development.
• Establish annual team goals and objectives; track and report results.
• Coach, support and evaluate team member performance.
• Deliver timely communication through regular management and team meetings.
• Comply and confirm compliance with CHS code of conduct, policies, practices and other legal obligations.
• Implement policies and practices designed to prevent, recognize and respond to work-related stress.
• Participate in succession planning to build the bench strength necessary for future talent needs.
• Develop a strong knowledge base and stay current on job-related issues and trends.
• Participate actively in departmental meetings, training and education, as well as the quality process.
• Pick up projects on the fly; perform other duties as assigned.

Benefits

• Uplifting mission-driven work.
• Growth and professional development opportunities.
• Generous paid time off and holidays.

What This Job Offers

• Job Type: Full-time
• Industry: Justice, Public Order, and Safety Activities
• Education Level: Associate degree