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Administrative Services Manager Position Summary:
The Administrative Services Manager is a strategic partner to the President & CEO and Leadership Team, with primary responsibility for project management, enterprise-wide coordination, and administrative systems that support organizational priorities. This role leads the planning, tracking, and execution of cross-functional initiatives; ensures deadlines, deliverables, and follow-through are managed effectively; and strengthens organizational effectiveness through process improvement, file management, and data integrity. The Manager reduces administrative burden on leadership while ensuring that key priorities, communications, records, and governance requirements are executed with accuracy, timeliness, professionalism, and consistency.
Essential Functions, Duties, and Responsibilities:
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Lead and coordinate cross-functional projects and enterprise-wide administrative initiatives that support strategic leadership priorities
- Develop, maintain, and monitor project plans, timelines, milestones, deliverables, and action items to ensure timely execution and follow-through
- Provide project management support to the President & CEO and Leadership Team by tracking priorities, identifying risks, and escalating issues as needed
- Serve as primary liaison to the Board of Directors and Committees
- Oversee preparation of Board materials, agendas, minutes, records, and related governance documentation
- Establish and maintain organized file management systems for administrative, governance, and project-related records in accordance with organizational standards
- Ensure data integrity by maintaining accurate records, version control, document consistency, and reliable tracking systems for key organizational information
- Coordinate communication between leadership, staff, Board, and community partners to support alignment and project execution
- Support planning for meetings, retreats, audits, accreditation activities, and other organizational initiatives
- Oversee assigned administrative programs and process improvement efforts
- Ensure confidentiality, risk management, compliance, and proper stewardship of sensitive organizational information.
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Recommends and implements administrative process improvements.
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Provides direction to administrative support staff / coordinates work of cross-functional teams / may oversee interns, volunteers, or administrative support positions as needed.
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Performs other duties as assigned that would lead to successful operation of department, team and/or mission.
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Coordinates administrative vendors, service agreements, and related tracking responsibilities.
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Maintains records in alignment with document retention standards, confidentiality expectations, and organizational compliance requirements.
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Coordinates board and committee administration, including agenda planning, records retention, meeting logistics, minutes management, and follow-up tracking.
Standards of Performance and Conduct (each is an essential function):
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Works collaboratively to achieve overall organizational goals.
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Demonstrated commitment to valuing diversity, contributing to an inclusive working and learning environment.
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Consistently demonstrates and incorporates principles of safety, loss prevention and risk management for self and others into daily activities and actively participates in Goodwill safety programs.
- Consistently maintains an acceptable level of productivity.
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Requires punctual and regular attendance. Time away from work is approved and taken in accordance with established policies.
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Performs job duties in a prompt, thorough and acceptable manner.
- Performs duties in a manner that promotes team concept and reflects Goodwill’s mission, philosophy, and core values of respect, excellence, and stewardship, in accordance with Goodwill policies, procedures, CARF standards, and generally accepted business practices.
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Shows respect and sensitivity for those navigating challenging life circumstances, including those with employment barriers and self-sufficiency. Complies with privacy and confidentiality policies.
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Safeguards company property, including donated goods. Reports any incident of theft or unauthorized possession of company property.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and meet all performance standards. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
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Willing and able to follow Southern Oregon Goodwill’s formal Code of Conduct.
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Strong project management, critical thinking, and problem-solving skills
- Exceptional attention to detail, organization, and follow-through
- Strong communication and information synthesis capabilities
- Experience with file management, records organization, and maintaining data integrity
- High level of integrity and confidentiality
- Ability to manage competing priorities independently
- Effective communication and interpersonal skills.
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Able to independently manage tasks and set priorities.
Education and/or Experience:
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3 or more years of experience in project coordination, executive coordination, progressive administrative leadership, or a related field.
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Bachelor’s degree in business administration or comparable field preferred.
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Experience supporting executive, board-level, or cross-functional organizational initiatives preferred.
Physical Requirements and Working Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
