Administrative Manager

Administrative Manager

The Administrative Manager is responsible for overseeing designated administrative functions within Pacific Health Group, with primary responsibility for Administrative Assistant operations, Contracting/Grants/RFP administration, and Data Administration.

This position provides direct supervisory leadership over assigned administrative personnel and ensures these functions operate efficiently, accurately, and consistently. The Administrative Manager is responsible for establishing workflows, assigning and tracking work, monitoring deadlines and deliverables, maintaining quality standards, and addressing barriers within the assigned areas of responsibility.

The role requires strong organizational leadership, independent judgment, attention to detail, accountability, and exceptional follow-through.

Essential Duties & Responsibilities

Administrative Assistant Management

• Provide direct supervision and leadership to assigned Administrative Assistant personnel.
• Establish clear responsibilities, priorities, deadlines, workflows, and performance expectations.
• Assign and delegate administrative responsibilities based on organizational needs.
• Monitor assignments and deliverables through completion.
• Conduct regular one-on-one meetings with direct reports.
• Provide ongoing coaching, feedback, training, and professional development.
• Monitor performance, productivity, responsiveness, attendance, accuracy, and accountability.
• Conduct performance evaluations for assigned personnel.
• Address performance concerns promptly and partner with Human Resources when coaching, corrective action, or performance improvement is necessary.
• Participate in recruitment, interviewing, onboarding, and training for assigned positions.
• Develop and maintain standardized administrative workflows and procedures.
• Promote professionalism, responsiveness, accuracy, ownership, and follow-through.

Contracting, Grants & RFP Administration

• Oversee administrative processes related to organizational contracts, grants, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and similar opportunities.
• Maintain centralized tracking of active contracts, renewals, expiration dates, submission deadlines, deliverables, and required documentation.
• Develop and maintain calendars and tracking systems for critical deadlines.
• Monitor upcoming requirements and proactively communicate deadlines to appropriate stakeholders.
• Coordinate with internal departments and subject-matter experts to obtain information and documentation required for submissions.
• Oversee the assembly, formatting, organization, review, and administrative preparation of proposals and supporting materials.
• Track contract execution, amendments, renewals, expirations, and associated administrative requirements.
• Ensure contract, grant, and RFP documentation is appropriately maintained and readily accessible.
• Identify missing documentation, potential delays, or administrative barriers and work with the appropriate stakeholders toward resolution.
• Escalate significant risks, missed deadlines, or unresolved issues through the appropriate leadership channels.
• Develop standardized processes and checklists to improve accuracy, consistency, and submission readiness.

Data Administration

• Provide direct supervision and oversight of assigned Data Administration personnel.
• Establish expectations for data entry, tracking, reporting, accuracy, and timeliness.
• Ensure assigned administrative data and reporting responsibilities are completed accurately and within established deadlines.
• Establish processes to identify incomplete, inaccurate, inconsistent, duplicate, or overdue data.
• Implement appropriate quality-control measures and routine data reviews.
• Monitor data-related workflows and identify recurring errors or inefficiencies.
• Develop corrective workflows when data-quality concerns are identified.
• Coordinate with Operations, Quality Assurance, Finance, Human Resources, and other departments when data responsibilities overlap.
• Support development and maintenance of reports, dashboards, trackers, and administrative tools.
• Ensure administrative data is organized, accessible, and maintained according to organizational requirements.
• Promote consistency and accountability in data-management practices.

Administrative Process Improvement

• Develop and maintain Standard Operating Procedures (SOPs) for assigned administrative functions.
• Evaluate existing workflows and identify opportunities to improve efficiency, accuracy, and accountability.
• Implement standardized processes across Administrative Assistant, Contracting/Grants/RFP, and Data Administration functions.
• Develop trackers, calendars, checklists, templates, and other administrative tools.
• Identify recurring administrative barriers and implement practical solutions.
• Support technology and workflow improvements affecting assigned administrative functions.
• Ensure processes remain scalable as organizational needs evolve.

Cross-Department Authority & Management Boundaries

The Administrative Manager's responsibility for Contracting/Grants/RFP administration and Data Administration may require coordination with multiple departments throughout Pacific Health Group.

The Administrative Manager may communicate requirements, establish and track organizational deadlines associated with their assigned administrative functions, request necessary documentation or information, follow up on outstanding deliverables, and identify or escalate barriers.

However, this cross-functional responsibility does not supersede the authority of other Department Managers.

Department Managers retain responsibility and decision-making authority for:

• Supervision and management of their direct reports.
• Assignment and distribution of work within their departments.
• Employee scheduling and workload management.
• Coaching and performance management.
• Corrective action and disciplinary recommendations.
• Performance evaluations.
• Department-specific operational decisions.
• Programmatic and subject-matter decisions within their areas of responsibility.

When information or deliverables are required from another department for a contract, grant, RFP, data requirement, or other assigned administrative function, the Administrative Manager will coordinate through the appropriate Department Manager.

The Department Manager determines how responsibilities are assigned within their department.

The Administrative Manager should not independently assign, redirect, or reprioritize work for employees who report to another Department Manager unless the Department Manager has authorized the arrangement or leadership has established a different project structure.

Any discrepancy, disagreement, conflict in direction, or unresolved concern between a Department Manager and the Administrative Manager must be promptly brought to the attention of the Directors. Neither party should independently override the other's established authority or proceed with a disputed course of action. Only the Directors or Executive Leadership will provide final direction and advise the parties on how to proceed.

Accountability & Escalation

When a required cross-department deliverable related to Contracting/Grants/RFPs or Data Administration is incomplete, delayed, inaccurate, or otherwise at risk, the Administrative Manager is expected to:

• Identify the issue and its potential impact.
• Communicate with the appropriate Department Manager.
• Clarify the required information, documentation, or deliverable and applicable deadline.
• Follow up appropriately on outstanding requirements.
• Maintain documentation of the status and follow-up.
• Identify potential solutions or administrative support that may resolve the barrier.
• Escalate significant or unresolved risks through the appropriate leadership channels.

Escalation is intended to protect organizational deadlines, contractual obligations, data integrity, and compliance requirementsnot to assume management authority over another department.

Education & Experience

• Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Management, or a related field preferred.
• Minimum of 35 years of progressively responsible experience in administration, operations, project coordination, contracting, data administration, or a related field.
• Previous supervisory or management experience strongly preferred.
• Experience supervising administrative or data-support personnel preferred.
• Experience coordinating contracts, grants, government RFPs, RFQs, or similar proposal processes preferred.
• Experience managing multiple priorities, deadlines, and stakeholders simultaneously.
• Healthcare, managed care, behavioral health, community health, social services, or similar industry experience preferred.

Knowledge, Skills & Abilities

• Strong administrative leadership and supervisory skills.
• Exceptional organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple deadlines and competing priorities.
• Strong written and verbal communication skills.
• Ability to work independently with limited day-to-day supervision.
• Strong delegation, accountability, and follow-through skills.
• Experience developing and maintaining administrative tracking systems.
• Ability to identify problems, evaluate options, and implement practical solutions.
• Ability to coordinate effectively across departments while respecting established reporting structures.
• Strong professional judgment and discretion.
• Ability to appropriately escalate unresolved concerns.
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