Administrative Services Managers

Career summary

#No alternate titles; New wois occ maybe use facilities mgr as alt title

Administrative services managers study how work gets done in the office. They suggest more efficient and cost effective ways of getting the work done. They write reports and prepare budgets. They provide training to staff on new or changed office procedures.

Some administrative services managers oversee buildings or other facilities. They supervise the workers who maintain the building, take care of the grounds, and clean the offices. They oversee repairs and any construction or renovation that is needed. They may manage the rental of office space.

There are two levels of administrative services managers:

• First-line managers
• Mid-level managers

First-line managers

First-line managers, also called supervisory-level managers, oversee support services workers. They are involved with the day-to-day operations of the organization. They tell the support staff what to do. They may teach classes to train workers in new procedures.

Mid-level managers

Mid-level managers oversee the work of the first-line managers. They develop plans and set schedules and deadlines for getting work done. These managers are involved with the hiring and dismissing of employees.

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• Budget Analysts
• Buyers and Purchasing Agents
• General and Operations Managers
• Hotel and Motel Managers
• Office Managers
• Property and Real Estate Managers
• Storage and Transportation Managers

Military careers

• Administrative Officers

Job duties

Task list

The following list of tasks is specific to administrative services managers.

• Make sure the facility is safe, secure, and well maintained.
• Coordinate and direct support services staff.
• Hire and fire support staff.
• Prepare and review reports and schedules to make sure they are accurate and efficient.
• Recommend ways of cutting costs.
• Study the way an office works. Plan or apply changes that will improve the operation.
• Prepare budgets, staff goals, and deadlines.
• Plan, design, and manage supplies and facilities.
• Supervise maintenance, grounds, and custodial workers.
• Oversee any repairs, construction, renovation, or leasing of space and facilities.
• Dispose of surplus or unclaimed property.

Common work activities

Administrative services managers perform the following tasks. These tasks are common to many careers.

• Get information needed to do the job
• Communicate with supervisors, peers, or subordinates
• Organize, plan, and prioritize work
• Make decisions and solve problems
• Schedule work and activities
• Establish and maintain relationships
• Use computers
• Perform administrative tasks
• Document and record information
• Coordinate the work and activities of others
• Guide, direct, and motivate others
• Identify objects, actions, and events
• Update and use job-related knowledge
• Communicate with people outside the organization
• Monitor events, materials, and surroundings
• Monitor and control resources
• Process information
• Evaluate information against standards
• Develop and build teams
• Coach others
• Resolve conflicts and negotiate with others
• Analyze data or information
• Think creatively
• Judge the value of objects, services, or people
• Teach others
• Explain the meaning of information to others
• Recruit, interview, or hire others
• Assist and care for others
• Provide advice and consultation to others
• Perform activities that use the whole body
• Inspect equipment, structures, or materials
• Handle and move objects
• Estimate sizes, quantities, time, cost, or materials needed
• Perform for or work with the public

Work requirements

Working conditions

In a typical work setting, administrative services managers:

Interpersonal relationships

• Constantly interact with the people they supervise and with contractors who provide services to the organization.
• Work as part of a team with different groups of people.
• Are responsible for the work outcomes and results of other workers.
• Are responsible for the health and safety of the people they supervise.
• Are often placed in conflict situations. This may happen when firing employees or when negotiating contracts. Employees may be rude or upset.
• Communicate daily by phone and e-mail.
• Write letters and memos weekly.

Physical work conditions

• Often work indoors.
• May share an office with others.

Work performance

• Must be exact and careful in completing their tasks. Errors could cost the company money.
• Meet strict deadlines daily.
• Repeat the same tasks over and over, such as scheduling hours and preparing reports.
• Make most decisions without consulting a supervisor first. These decisions can greatly affect their company's reputation.
• Set most of their daily priorities and goals without talking to a supervisor first.

Hours/travel

• Generally work 40 hours per week.
• May work overtime to meet deadlines.
• May be called in on weekends to handle problems.

Physical demands

Administrative services managers frequently:

• Sit for long periods of time.

It is important for administrative services managers to be able to:

• See details of objects that are less than a few feet away.
• Understand the speech of another person.
• Speak clearly so listeners can understand.

It is not as important, but still necessary, for administrative services managers to be able to:

• See details of objects that are more than a few feet away.
• Use fingers to grasp, move, or assemble very small objects.
• Focus on one source of sound and ignore others.
• Hear sounds and recognize the difference between them.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use one or two hands to grasp, move, or assemble objects.
• Make quick, precise adjustments to machine controls.
• See differences between colors, shades, and brightness.
• Determine the distance between objects.

Skills and abilities

Administrative services managers need to:

Communicate

• Understand spoken information.
• Read and understand work-related materials.
• Understand written information.
• Speak clearly so listeners can understand.
• Listen to others and ask questions.
• Write clearly so other people can understand.

Reason and problem solve

• Analyze ideas and use logic to determine their strengths and weaknesses.
• Use reasoning to discover answers to problems.
• Combine several pieces of information and draw conclusions.
• Notice when something is wrong or is likely to go wrong.
• Recognize the nature of a problem.
• Judge the costs and benefits of a possible action.
• Follow guidelines to arrange objects or actions in a certain order.
• Develop rules that group items in various ways.
• Concentrate and not be distracted while performing a task.
• Understand new information or materials by studying and working with them.
• Think of new ideas about a topic.
• Recognize when important changes happen or are likely to happen in a system.
• Think of original, unusual, or creative ways to solve problems.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.
• Motivate, develop, and direct people as they work.
• Go back and forth between two or more activities or sources of information without becoming confused.

Work with people

• Change behavior in relation to others' actions.
• Solve problems by bringing others together to discuss differences.
• Look for ways to help people.
• Be aware of others' reactions and understand the possible causes.
• Teach others how to do something.
• Use several methods to learn or teach new things.
• Persuade others to approach things differently.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Business Management and Administration
• Business, General
• Human Resources Management
• Logistics and Materials Management
• Operations Management
• Purchasing and Contracts Management
• Transportation Management

Other programs of study to consider

• Medical Office Management
• Office Management
• Project Management

Training

To work as an administrative services manager, you typically need to:

• have a high school diploma or equivalent;
• have a bachelor's degree; and
• have one to five years of related work experience.

Education after high school

The amount of education needed to be an administrative services manager varies widely with the job and employer. A high school diploma or associate degree is enough for some lower-level jobs. For mid-level managers, a bachelor's degree or higher may be required. In general, as the work gets more complex, you need a higher degree.

Work experience

This is not an entry-level job, so you need some experience. You need one to five years of work in an administrative area to qualify for this occupation. For instance, supply, inventory, and distribution managers need experience in shipping and receiving, warehousing, packaging, and transportation. Most managers work their way up through the ranks. They manage small departments and move up as they gain experience.

On-the-job training

The length of on-the-job training varies by employer and industry. In general, administrative service managers receive two to three months of training at a new job.

Military training

The military trains people to be administrative officers. Training length varies, depending on the specialty.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate. You should consider taking Algebra as one of your math courses.

Helpful electives to take in high school that prepare you for this career include:

• Accounting
• Computer Applications
• Introduction to Business
• Public Speaking

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

This is not an entry-level occupation. Most employers require one to five years of work-related experience. Educational requirements vary. Some employers require an associate, bachelor's, or a graduate degree. Others require only a high school diploma.

Employers prefer people with good communication skills. They look for people who can get along with many types of people. Employers look for workers who can work on several projects at once. They prefer people who can quickly analyze and resolve problems and are able to work under deadlines. They also look for flexible, detail-oriented, and decisive employees.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Administrative Services Managers 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages for administrative services managers vary depending on their responsibilities and level of education. Their company size and area of the country can also affect wages.

Full-time managers usually receive benefits such as sick leave, paid vacation, and health insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Managers work in many different industries. There is no single industry where they are concentrated.

Major employers:

• Educational services
• Health care services
• State and local government agencies

National outlook

Demand will be strong for those who manage facilities as organizations realize the importance of operating their facilities efficiently. In addition, facility managers will be in demand due to the focus on the environmental impact and energy efficiency of the buildings they manage. Contract administrators are also expected to be in demand as organizations contract out many services.

Competition for higher-level management jobs will be strong. This is because more workers seek these positions than are available. However, more openings are expected to become available due to an increase in retirements.

Other resources

American Management Association 

American Society for Public Administration 
1730 Rhode Island Avenue NW, Suite 500
Washington, DC 20036
202.393.7878

International Association of Administrative Professionals 
10502 North Ambassador Drive, Suite 100
Kansas City, MO 64153
816.891.6600

International City/County Management Association (ICMA) 
777 North Capitol Street NE, Suite 500
Washington, DC 20002
800.745.8780

National Management Association 
3055 Kettering Blvd, Suite 210
Dayton, OH 45439
937.294.0421

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Enterprising (Business Communications)

O*Net  occupation

• Administrative Services Managers (11-3011.00) 

O*Net job zone 

• Job Zone 3 - Medium preparation needed. Previous work-related skill, knowledge, or experience is required for these occupations.

DOT occupations

• Court Administrator (188.117-130) 
• Director, Service (189.167-014) 
• Manager, Office (169.167-034) 
• Radiology Administrator (187.117-062) 

Holland occupational cluster

• Enterprising/Conventional/Social

COPSystem

• Business Professional