Manager Design & Construction Admin
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- 7 hours ago Post Date
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The Admin Manager provides leadership and oversight of the Design & Construction Department's office operations, ensuring the effective delivery of administrative, secretarial, financial, security, and technology support services. This role is responsible for supervising and coordinating administrative and operational functions, assigning and prioritizing work among clerical, financial, and general support staff, and ensuring efficient departmental workflows. The work requires the ability to operate independently, interact regularly with the public, collaborate with internal and external stakeholders, and manage complaints and confidential matters in a professional and discreet manner.
Position Description
Essential Duties and Responsibilities
Administrative and Operational Functions - Design & Construction
- Oversees day-to-day administrative operations of the Design & Construction Department and develops, implements, and maintains office procedures, workflows, and administrative systems to support departmental operations and compliance requirements.
- Coordinates departmental correspondence, records management, document control, and filing systems in accordance with district policies and departmental standards.
- Coordinates administrative technology needs for the department, including office systems, software tools, and data management processes.
- Serves as a primary administrative liaison between the department and internal district offices, external agencies, consultants, contractors, and the public.
- Supports department leadership by facilitating communication, scheduling, and coordination with internal and external stakeholders and responding to inquiries from the public, district staff, and external partners.
- Coordinates departmental social media and public-facing communications by working with department leadership and internal district stakeholders to share timely information, promote initiatives, and highlight departmental accomplishments with internal and external audiences.
- Oversees administrative and financial support activities, including purchasing support, invoice processing, tracking of expenditures, and coordination with finance, contracts, and procurement staff.
- Assists departmental leadership with preparation of professional reports, summaries, presentations, and documentation for internal and external distribution.
- Performs related duties as assigned to support the overall mission and objectives of the Design & Construction Department.
- Supervises, assigns, and prioritizes work for clerical, financial, and general support staff to ensure effective coverage of departmental needs.
- Monitors workload distribution, performance standards, and deadlines; provides feedback and recommendations to department leadership as appropriate.
- Assists with onboarding, scheduling, and coordination of administrative support resources.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.
The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.
Additional Information
To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.
- High School diploma or GED
- Some college or trade school business training
- Bachelor's degree strongly preferred
- Minimum of 8 years in office administration and office personnel supervision
- Minimum of 4 years working in support of Design, Project Management, and/or Construction activities preferred
- Successful office management and/ or executive secretary experience
- Excellent computer skills with experience in providing technology support
- Proficiency in general office skills such as filing, data entry and budget preparation
- Ability to generate complex reports from records. Ability to create flowcharts, graphics, and systems that facilitate the smooth operation of the building
- Extensive knowledge of administrative office procedures, practices, equipment and office terminology
- Excellent organizational and communication skills. Must also have demonstrated strong interpersonal and people skills, with the ability to work effectively with diverse stakeholders.
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.
The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.
Additional Information
- Work is performed in an open office area and is subject to frequent interruptions
- Assignment may involve contact with disruptive/angry staff and community members
- The work mostly involves only exposure to normal, everyday risks involved in contact with young children
- Facilitating the efficient operation of a building housing multiple agencies can involve stress
- There is a high volume of workload
