Manager Design & Construction Admin

Job Overview
The Admin Manager provides leadership and oversight of the Design & Construction Department's office operations, ensuring the effective delivery of administrative, secretarial, financial, security, and technology support services. This role is responsible for supervising and coordinating administrative and operational functions, assigning and prioritizing work among clerical, financial, and general support staff, and ensuring efficient departmental workflows. The work requires the ability to operate independently, interact regularly with the public, collaborate with internal and external stakeholders, and manage complaints and confidential matters in a professional and discreet manner.

Position Description

Essential Duties and Responsibilities

Administrative and Operational Functions - Design & Construction

• Oversees day-to-day administrative operations of the Design & Construction Department and develops, implements, and maintains office procedures, workflows, and administrative systems to support departmental operations and compliance requirements.
• Coordinates departmental correspondence, records management, document control, and filing systems in accordance with district policies and departmental standards.
• Coordinates administrative technology needs for the department, including office systems, software tools, and data management processes.
• Serves as a primary administrative liaison between the department and internal district offices, external agencies, consultants, contractors, and the public.
• Supports department leadership by facilitating communication, scheduling, and coordination with internal and external stakeholders and responding to inquiries from the public, district staff, and external partners.
• Coordinates departmental social media and public-facing communications by working with department leadership and internal district stakeholders to share timely information, promote initiatives, and highlight departmental accomplishments with internal and external audiences.
• Oversees administrative and financial support activities, including purchasing support, invoice processing, tracking of expenditures, and coordination with finance, contracts, and procurement staff.
• Assists departmental leadership with preparation of professional reports, summaries, presentations, and documentation for internal and external distribution.
• Performs related duties as assigned to support the overall mission and objectives of the Design & Construction Department.

Supervisory Responsibilities

• Supervises, assigns, and prioritizes work for clerical, financial, and general support staff to ensure effective coverage of departmental needs.
• Monitors workload distribution, performance standards, and deadlines; provides feedback and recommendations to department leadership as appropriate.
• Assists with onboarding, scheduling, and coordination of administrative support resources.