Administrative Services Manager jobs in Orange, CA

Administrative Services Manager directs and coordinates the delivery of administrative services such as clerical support, mail distribution, document management, maintenance, and food service to ensure efficient operations of the business. Ensures that users understand how to access services with clear policies and procedures. Being an Administrative Services Manager suggests improvements to services and identifies additional efficiencies. Typically requires an associate degree or its equivalent. Additionally, Administrative Services Manager typically reports to a head of a unit/department. The Administrative Services Manager manages subordinate staff in the day-to-day performance of their jobs. True first level manager. Ensures that project/department milestones/goals are met and adhering to approved budgets. Has full authority for personnel actions. To be an Administrative Services Manager typically requires 5 years experience in the related area as an individual contributor. 1 - 3 years supervisory experience may be required. Extensive knowledge of the function and department processes. (Copyright 2024 Salary.com)

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Executive Administrative Services Manager
  • CalOptima
  • Orange, CA FULL_TIME
  • Executive Administrative Services Manager

    Job Description
    Department(s): Executive Office
    Reports to: Chief Operating Officer
    FLSA status: Non-Exempt
    Salary Grade: J - $65,000 - $106,106


    Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Friday, September 01, 2023 at 11:59 PM. Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.

    About CalOptima Health

    CalOptima Health is the single largest health plan in Orange County, serving one in four residents. Our motto - "Better. Together." - is at the heart of our mission to serve members with excellence, dignity and respect. We are a public agency made up of compassionate leaders and professionals working together to strengthen our community's health. We are continuing to build a culture that promotes diversity and inclusion within our community where employees have a sense of belonging, and are valued for their ideas, contributions, and their unique individual perspectives they bring. CalOptima Health has been recognized as one of Orange County's best places to work, so we know there is something special about our organization. It is why people choose to work here and why they choose to stay!

    About the Position

    The Executive Administrative Services Manager will report to the Chief Operating Officer (COO) and will be responsible for the day-to-day administrative functions of the executive offices, including supervision of executive assistants. The incumbent will supervise and empower the executive assistants to perform in a manner that best supports and meets the needs of CalOptima Health's Executive Team. The incumbent will manage, coordinate, and monitor the administrative activities to ensure efficient, consistent, and quality outcomes and exceptional support to internal and external customers. Administrative activities may include overseeing and providing routine and complex executive assistance and support such as budget development, administration and analysis, financial analysis, payroll, purchasing and special projects.


    Duties & Responsibilities:
    • Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity, and accountability.
    • Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
    • Serves as a liaison between the executive offices and executive services staff.
    • Supervises, trains, motivates, and evaluates staff; works with employees to meet performance expectations and correct deficiencies; and implements corrective action.
    • Plans, directs, coordinates, and reviews the work plan for assigned executive services staff; assigns work activities, projects, and programs; reviews and evaluates work products, methods and procedures; and meets with staff to identify and resolve issues.
    • Plans, supervises and coordinates overall administrative activities, procedures and systems and devises ways to streamline processes to optimize efficiency in the executive offices.
    • Manages, directs, and supervises assigned timekeeping processes and procedures; ensures biweekly timekeeping activities are accurate and within the scope of all policies, procedures, and rules.
    • Monitors and manages department records work activities and records retrieval for the department, coordinates with staff to ensure records are adequately stored, confidentially maintained, securely maintained and destruction of records is timely and accurate.
    • Serves as the records coordinator for the executive offices and designs filing systems to ensure orderly retention, filing of documents, correspondence and files comply with statutory and other retention requirements.
    • Coordinates office site organization including space layout changes, equipment procurement and review and approval of supply requisitions for executive offices.
    • Oversees the scheduling of executives' calendars; coordinates the calendars of assigned executives, schedules appointments, meetings and speaking engagements.
    • Oversees and coordinates the processes of conference and seminar registrations and executive travel arrangements and reviews the submission of invoices and expense reports as appropriate.
    • Maintains confidential and sensitive information and files regarding projects, policies and/or personnel matters, ensuring appropriate follow-up.
    • Manages, directs, and supervises the purchasing of office supplies, equipment and inventory for the executive offices to ensure needed work products are available, adequate funds are available and processes adhere to policies and procedures.
    • Provides administrative analysis for special projects; supervises and/or conducts research and prepares detailed reports including recommendations and implementation strategies; may act as liaison between executive offices and departments and outside agencies; prioritizes and coordinates activities that cross departmental lines.
    • Completes other projects and duties as assigned.



    Experience & Education:
    • Associate's degree required.
    • 5 years of increasingly responsible professional administrative experience and/or executive support required.
    • 2 years of supervisory or lead experience required.
    • An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above is also qualifying.



    Preferred Qualification:
    • Bachelor's degree.



    Physical Demands and Work Environment

    The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    • Physical demands: While performing duties of job, employee may be required to move about the organization. Employee must be able to sit for extended periods of time, as well as work at the computer for long periods. Employee is required to use hands and fingers, especially for typing on the computer and using the mouse. Must also be able to reach with hands and arms and occasionally lift heavy office supply boxes. Must be able to walk and distribute invoices and other information to various departments in the organization. Employee must be able to communicate, particularly for regular phone use, in meetings and face-to-face interaction. Must be able to tolerate high level of stress and be able to operate under pressure. Occasional travel is required.



    • Work Environment: Typical office environment with minimal noise levels and controlled office temperatures. Fast paced work environment; ability to handle multiple priorities and needs, and use of creative solutions is often required. Employees may be exposed to disagreeable conditions typical of working with individuals in distress, as well as encounter normal stress and pressure associated with a fast-paced environment, including various competing deadlines and interactions with regulators, board members, executive management, staff and/or members of the public. Work volume may be consistent or vary at different times of the year.



    About our Benefits & Wellness options:

    At CalOptima Health, we know that a healthy and happy workforce is a thriving workforce, which is why we offer a comprehensive benefits package, including participation in the California Public Employees Retirement System (CalPERS), low-cost medical/vision/dental insurance options, and paid time off. To support quality work-life balance, we allow flexible scheduling during core business hours, telework options for some positions, work schedules that allow every other Monday or Friday off (9/80 schedule), and a wellness program featuring diverse activities. Additionally, CalOptima Health contributes 4% of pensionable earnings to a 401(a) retirement program with no required employee contribution. Employees also have access to 457(b) retirement plans with pre/post-tax contribution options.

    CalOptima Health is committed to attracting, hiring, and retaining a diverse staff, where we will honor your unique experiences, identity, and perspectives. Our organization strives to create and maintain a workplace environment that is inclusive, equitable and welcoming so we can truly be Better Together.


    CalOptima Health is an equal employment opportunity employer and makes all employment decisions on the basis of merit. CalOptima Health wants to have qualified employees in every job position. CalOptima Health prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry, mental or physical disability, medical condition, genetic information, marital status, sex, sex stereotype, gender, gender identity, gender expression, transitioning status, age, sexual orientation, immigration status, military status as a disabled veteran, or veteran of the Vietnam era, or any other consideration made unlawful by federal, state, or local laws. CalOptima Health also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has, or is perceived as having, any of those characteristics.


    If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability.

    About our Benefits & Wellness options:

    At CalOptima Health, we know that a healthy and happy workforce is a thriving workforce, which is why we offer a comprehensive benefits package, including participation in the California Public Employees Retirement System (CalPERS), low-cost medical/vision/dental insurance options, and paid time off. To support quality work-life balance, we allow flexible scheduling during core business hours, telework options for some positions, work schedules that allow every other Monday or Friday off (9/80 schedule), and a wellness program featuring diverse activities. Additionally, CalOptima Health contributes 4% of pensionable earnings to a 401(a) retirement program with no required employee contribution. Employees also have access to 457(b) retirement plans with pre/post-tax contribution options.

    CalOptima Health is committed to attracting, hiring, and retaining a diverse staff, where we will honor your unique experiences, identity, and perspectives. Our organization strives to create and maintain a workplace environment that is inclusive, equitable and welcoming so we can truly be Better Together.


    CalOptima Health is an equal employment opportunity employer and makes all employment decisions on the basis of merit. CalOptima Health wants to have qualified employees in every job position. CalOptima Health prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry, mental or physical disability, medical condition, genetic information, marital status, sex, sex stereotype, gender, gender identity, gender expression, transitioning status, age, sexual orientation, immigration status, military status as a disabled veteran, or veteran of the Vietnam era, or any other consideration made unlawful by federal, state, or local laws. CalOptima Health also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has, or is perceived as having, any of those characteristics.


    If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability.

    About our Benefits & Wellness options:

    At CalOptima Health, we know that a healthy and happy workforce is a thriving workforce, which is why we offer a comprehensive benefits package, including participation in the California Public Employees Retirement System (CalPERS), low-cost medical/vision/dental insurance options, and paid time off. To support quality work-life balance, we allow flexible scheduling during core business hours, telework options for some positions, work schedules that allow every other Monday or Friday off (9/80 schedule), and a wellness program featuring diverse activities. Additionally, CalOptima Health contributes 4% of pensionable earnings to a 401(a) retirement program with no required employee contribution. Employees also have access to 457(b) retirement plans with pre/post-tax contribution options.

    CalOptima Health is committed to attracting, hiring, and retaining a diverse staff, where we will honor your unique experiences, identity, and perspectives. Our organization strives to create and maintain a workplace environment that is inclusive, equitable and welcoming so we can truly be Better Together.


    CalOptima Health is an equal employment opportunity employer and makes all employment decisions on the basis of merit. CalOptima Health wants to have qualified employees in every job position. CalOptima Health prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry, mental or physical disability, medical condition, genetic information, marital status, sex, sex stereotype, gender, gender identity, gender expression, transitioning status, age, sexual orientation, immigration status, military status as a disabled veteran, or veteran of the Vietnam era, or any other consideration made unlawful by federal, state, or local laws. CalOptima Health also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has, or is perceived as having, any of those characteristics.


    If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability.



    Job Location: Orange, California
    Position Type:

    To apply, visit https://jobs.silkroad.com/CalOptima/Careers/jobs/4358

    jeid-7661c05fd010d14b88a5c54b6a0065a0
  • 10 Days Ago

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Associate Dentist
  • WEST COAST DENTAL ADMINISTRATIVE SERVICES LLC
  • Orange, CA FULL_TIME
  • $750-$950 Guaranteed Daily Compensation PLUS Commission General Dentist – Fantastic Career Opportunities High-end compensation in the industry, guaranteed base plus percentage production Large, divers...
  • Just Posted

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Administrative Assistant
  • Empire Parking Lot Services
  • Orange, CA FULL_TIME
  • Join Our Team as an Administrative Assistant! Are you ready to embark on a rewarding career journey with one of Southern California's premier parking lot maintenance companies? Empire Parking Lot Serv...
  • 3 Days Ago

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Administrative Assistant
  • Agent Teams / Adjacent Services
  • Newport, CA FULL_TIME
  • Our agent is looking for an Administrative Assistant to join their team! Administrative Assistant As Team Assistant on a high performing agent team, you will provide administrative, operational and ma...
  • 10 Days Ago

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Administrative Assistant, Client Services
  • JAMS, Inc.
  • Irvine, CA FULL_TIME
  • Overview JAMS is committed to diversity and inclusion. A Brief Overview Provides concierge service and administrative support to clients. Offers a high level of client service to internal and external...
  • 1 Month Ago

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Administrative Clerk (Credit Services)
  • Smile Brands
  • Costa Mesa, CA OTHER
  • Overview Smile Brands is a dominant player in the dental space and we are seeking an Administrative Clerk to join our Credit Services team. The ideal candidate will have experience in a fast-paced, cu...
  • 2 Months Ago

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In-home Sales Consultant
  • Pella Corporation
  • In-home Sales Consultant San Diego, CA Area Are you a highly motivated professional looking for a challenging position w...
  • 3/28/2024 12:00:00 AM

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Leasing Agent/Consultants
  • Property Management Company 070
  • Orange, CA
  • Job Description Job Description Investment Concepts Inc. presents an exciting invitation to step into the role of Leasin...
  • 3/27/2024 12:00:00 AM

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Pool Lifeguard Candidate
  • cynthiaatthetable.com
  • Manhattan Beach, CA
  • * OPEN - Opportunities for all applicants. * PROMOTIONAL - Restricted to current County of Los Angeles employees. * TRAN...
  • 3/27/2024 12:00:00 AM

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Affordable Housing Community Manager - Villa La Jolla
  • Solari Enterprises, Inc.
  • Placentia, CA
  • Job Description Job Description Position Overview Villa La Jolla, located in Placentia, CA is a Family housing community...
  • 3/27/2024 12:00:00 AM

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Facility Coordinator
  • ResourceMFG
  • Placentia, CA
  • summary Interested in working for a great company that will offer you a career path and great benefits?! Prologistix is ...
  • 3/27/2024 12:00:00 AM

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Assistant Tax Credit Property Manager
  • Eenhoorn
  • Anaheim, CA
  • Job Description Job Description At Eenhoorn, a “Best and Brightest Companies to Work for in the Nation” Winner, we pride...
  • 3/27/2024 12:00:00 AM

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Commercial Property Manager (Retail) Work for a growing TEAM!!
  • TORP Group
  • Santa Ana, CA
  • Job Description Job Description Looking to grow your commercial property management experience? Looking to work for a co...
  • 3/24/2024 12:00:00 AM

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Tustin Terrace - Part time On-Site Property Manager
  • Pan American Properties
  • Tustin, CA
  • Job Description Job Description ON-SITE RESIDENT MANAGER Pan American Properties, Inc. is looking for an experienced On-...
  • 3/24/2024 12:00:00 AM

Orange is a city located in Orange County, California. It is approximately 3 miles (4.8 kilometers) north of the county seat, Santa Ana. Orange is unusual in this region because many of the homes in its Old Town District were built before 1920. While many other cities in the region demolished such houses in the 1960s, Orange decided to preserve them. The small city of Villa Park is surrounded by the city of Orange. The population was 139,812 as of 2014. The city has a total area of 25.2 square miles (65 km2), 24.8 square miles (64 km2) of which is land and 0.4 square miles (1.0 km2) of which i...
Source: Wikipedia (as of 04/11/2019). Read more from Wikipedia
Income Estimation for Administrative Services Manager jobs
$95,152 to $132,777
Orange, California area prices
were up 3.0% from a year ago

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Reviews, interprets, and analyzes financial and operational service reports to develop best business practices for the Administrative Services unit and makes recommendations/consultation to other units, as necessary.The Administrative Services unit provides organizational development and administrative management throughout the organizations in an effort to streamline administrative services, find efficiency of scale for business processes, and enhance business relationships.
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