Administrative & Business Support Manager

Administrative & Business Support Manager

Children's Home Society of Florida has been committed to growing and evolving to provide the right services and solutions to address the needs of children and families throughout the changing times. Every day, our team works with parents and kids to empower them and encourage them. With innovative technology solutions and a dedicated, experienced team throughout the state, we're changing the face of foster care and positively impacting children and families' lives for generations to come.

Join our team to continue to do good and create history serving Florida's children and families!

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 culture 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.

WHY JOIN CHS?

• Uplifting mission-driven work culture
• Make an impact in your community and become a part of Florida's history!
• Growth and professional development opportunities
• Great benefits package, including generous paid time off and holidays

Primary Job Functions

1. Oversee the provision of high quality, customer-focused administrative and facility management services that ensure smooth, effective and efficient operations across the assigned community.

Community Office Services

• Oversee or 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, including advisory and quarterly board meetings.
• 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 to recommend solutions.
• 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.
• May supervise administrative professionals or support members in some communities and structures.

Home Office Business Team Support

• Collaborate with IT to assist in managing equipment pickups, collections and on-site equipment reboots.
• Collaborate with Talent to support talent acquisition and onboarding, including orientation and office supply/resource procurement.
• Collaborate with Finance to facilitate P-card processes, including new cardholder packages, credit limit increases, and proxy/approver changes, as well as with local fleet management, including maintenance, inspections, service and documentation.
• Collaborate with Philanthropy to process and track restricted gifts, donor checks/donated goods, when needed.

Facility Management Support

• 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, such as postage meters, water machine maintenance, internal/external file storage and document shredding.
• Assist with office relocation logistics, renovations, inventory lists and business license renewals, as needed.
• Participate, at minimum, once per month in a 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, Executive Assistant.

2. Recruit, develop and lead a team capable of supporting CHS performance and growth strategies (complying with COA Standard T 3, when appropriate), while fostering an engaging, positive work environment.

• Recruit, supervise and support team members and foster their professional development, including the transfer of knowledge obtained through training.
• Establish annual team goals and objectives; track and report results.
• Coach, support and evaluate team member performance, taking corrective action if needed.
• 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 from time to time.
• Demonstrate the CHS Common Bond values in the performance of all job duties.

Job Qualifications

Education, Licenses & Certifications:

• 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.

Experience:

• 3 years experience as Office Manager or similar role, preferred.

Competencies

Knowledge/ Awareness of:

• Understanding of executive administrative practices, project management and organizational operations.
• Understanding of basic accounting principles and event planning
• Proficiency with productivity tools (MS Office Suite, Zoom/Teams, etc.)
• Awareness of general community resources and networks to enhance client experiences and results.
• Awareness of confidentiality requirements and ethical standards in handling sensitive client-related and other data and information.

Skills/ Ability to Demonstrate CHS Core Behaviors:

• Caring Demonstrate active empathy, kindness and compassion in every interaction, while setting healthy limits and boundaries with clients.
• Client-Focused Provide high levels of customer service, exercising discretion/diplomacy while acting to protect clients when necessary.
• Curious Exhibit willingness to explore/reframe problems as opportunities, using good judgement to solve practical problems.
• Committed Manage multiple priorities while taking initiative to achieve to desired results and outcomes.
• Accountable Meet critical deadlines, while maintaining high attention to detail and accuracy.
• Proficient Undertake job duties with minimal supervision, using general office tools, including MS Office Suite and Teams.
• Resourceful Accomplish tasks with available resources, stewarding CHS resources appropriately.
• Team Player Collaborate and work well with colleagues, contributing to positive morale and spirit within the team.
• Coalition Builder Establish internal and external connections to collaborate on shared goals.
• Inclusive Interact effectively with others, being sensitive to differences in attitudes, styles, cultures and socioeconomic backgrounds.
• Excellence-Driven Is present and prepared, delivering high quality work.
• Leader Exhibit a professional presence, demonstrating strong interpersonal and communication skills with unwavering Respect, Integrity and Dedication to the CHS mission.
• Supervision & Leadership Balance empathy with action. Have courage to take risks on people and ideas. Be proactive, strategic and forward thinking. Create breakthrough results using data-driven