The Manager, Administrative Services plans and oversees workplace operations and administrative support functions for Thresholds multiple locations to ensure efficient, safe, and effective service delivery. This position provides leadership for front desk and mailroom operations, conference center administration, workplace services, general office vendor relationships, administrative support staff, agency-wide courier and delivery services, inventory management, safety coordination, and budget administration. The Manager serves as a key operational resource to programs and departments throughout the organization, coordinating services that support staff, members, visitors, and agency operations across multiple locations.
Essential Duties & Responsibilities
- Supervises and coordinates the overall administrative activities of the Front Desk and Mailroom staff.
- Plans, directs and coordinates supportive services of the Agency including the 4101 main office reception, record retention, mail distribution, and maintaining facilities.
- Monitors the facility to ensure it remains safe, secure, and well-maintained. Works closely with the Facilities/Maintenance and Cleaning Departments.
- Ensures facilities meet environmental, health, and security standards, and comply with government regulations.
- Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image that ensures a welcoming first point of contact for members, guests and staff.
- Responsible for overseeing the operations of the agency mailroom including arranging for messenger services, USPS, FedEx and various courier services.
- Responsible for maintenance of office equipment related to the mailroom, front desk, and kitchen appliances, including coffee makers and water coolers.
- Negotiates the purchase of office supplies, various office equipment, etc., for 4101 and 4423 in accordance with company purchasing policies and budgetary restrictions.
- Assists in setting up new location services including FedEx, document destruction, coffee, and supplies.
- Monitors and maintains the office space and conference room calendar schedules.
- Coordinates, directs, and monitors incoming warehouse deliveries for the agency.
- Assists with the coordination of off-site long term file storage, record retention and billing.
- Maintains and balances petty cash, providing monthly expense reports.
- Other duties as assigned.
Marginal Responsibilities:
- May be required to work a flexible schedule.
Education:
- Bachelor’s degree or equivalent work experience required.
Experience:
- Five (5) years of related office management experience.
- Knowledge of business operations, office practices, policies, procedures, and ability to use this knowledge to maintain effective and efficient systems.
What Sets Us Apart:
- Pay Range - $64,000.00 - $68,000.00 Annually
- Generous PTO
- Dental insurance, vision insurance, 3 medical insurance plans
- 403(b) retirement plans with 3% employer match
- Robust employee assistance program (EAP)
- Cell phone reimbursement (up to $50/month)
Thresholds is a mission-driven agency with a deep commitment to fostering an environment where all feel valued and respected, a place where every employee can be themselves, thrive, and support the agency’s mission. Click here to learn more.
One of the oldest and largest community mental health organizations in Illinois, we pride ourselves in being a Chicago Tribune Top Workplace and one of Chicago’s 101 Best & Brightest Companies to Work For, several years in a row.
