The Effective Admin

Karen Porter, The Administrative Professional Job Performance and Career Success Coach

and Founder and President

of The Effective Admin

"I specialize in serving administrative professionals like you with job performance and career management advice. With almost 24 years experience interacting with the 'real' workplace and working administrative professionals -- including holding former admin pro level positions (and higher levels) myself at multiple different employers, -- I am well aware of the substantial job you and your administrative professional colleagues perform daily."

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**The Effective Admin is a leading authority since 2004 specializing in training, professional development, and educational resources for administrative assistants, executive assistants, secretaries, and all other administrative professionals of any job title.**

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Featured Administrative Professional Job Description:  Non-profit - Social Services and Behavioral Healthcare


 

Current job title:  Business Manager

 

Industry:  Non-profit, Social Services and Behavioral Healthcare

 

Department:  Children and Family Services

 

Years worked in this industry:  10

 

Years worked in this department:   5 (although reorganized several times)

 

Special training or attributes needed or helpful to get job in this industry (or specific department):  Previous experience as a business manager or administrative assistant. HS Diploma and post-secondary education (college or business school). Valid driver’s license and car. Computer literacy and good communication skills.

 

Number of managers and/or staff supported:  Too many – 100-150, although not all at the same time.

 

Typical work hours:  35/week. 9-5

 

Weekends or overtime hours:  Sometimes – no OT, but “compensatory time off (CTO)”

 

General salary range (Note: This is a general figure or range provided by survey respondent and may NOT be an exact salary in order to give survey respondent some privacy. Also you must take into account that the number of years worked in industry/department may contribute to this salary as well as criteria such as level of position and person reports to, required hours and geographical location.):  $$35,000 - $55,000

 

Benefits (direct or indirect):
Health insurance, paying only 15% of premium
Dental
Life
Disability short term and long term
3 weeks vacation
17-18 paid holidays/year
12 sick days/year
Credit Union
Pension (new hires get 403B)

 

Lingo you might hear in this industry: 

IOP – Intensive Outpatient Program (for substance abusers)
IIC – Intensive In-Community Counseling
BA – Behavioral Assistance

 

A typical day on the job:  Very hectic, with many interruptions

 

Positive things about being an administrative professional in this industry: 

It’s rewarding – I know I’m working in an agency that provides valuable assistance to the community.

The people who work in this industry are very dedicated to what they do.

The benefits, understanding and flexibility make up for the low salary.

 

Negative things about being an administrative professional in this industry: 

Not enough money.


Too much to do and not enough time or staff to do it.


Accountability is somewhat lacking as managers can be “too understanding”

 

Type of workspace/office:  office (but I travel to other offices and sometimes it’s hard to find work space.)

 

Primary responsibilities as an administrative professional in this position: 

Supervising administrative assistants and their subordinates in two offices. Providing support to same in four other offices.

Personnel Point person – contact for all HR issues. Open all new personnel requisitions, advertise for those positions, and process hire paperwork.


Liaison to Billing Dept. Assist with billing/collections issues. Provide IT support to desktop users with problems with the billing software.

 

Top thing(s) incumbent admin would require of job applicants seeking to be her/his position replacement: 

Computer proficiency in WORD, Excel, Outlook with ability to troubleshoot computer problems.


Ability to multitask and maintain pleasant demeanor in the face of outrageous demands.


Experience in supervision with Emotional Intelligence.

 

Office machines or equipment operated regularly: 

PC
Fax
Copier
Phones

 

Technology (hard) skills used regularly: 

Computer hardware troubleshooting
Fax trouble-shooting
Copier trouble-shooting
Telephone equipment programming and troubleshooting
HVAC troubleshooting
Plumbing troubleshooting (including plunging)

 

Critical soft skills:  Persistance, follow-up, negotiating, good communication.
I have to stay on top of things to make sure they get done. I’m working on making OTHER people more accountable and delegating more instead of finding ways around them to do things myself.

 

Pace of this position:  fast

 

Geographical region:  Northeast US


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