Administrative Supervisor Job Description

Administrative Supervisors are responsible for the overall administrative functions of their organization and often oversee the support of executives, as well. They supervise administrative staff, office managers and staff assistants, offering guidance and training while delegating work tasks and running payroll. Their job is to ensure that day-to-day operations of their organization run smoothly.

Administrative Supervisors are in supervisory positions typically above all administrative and assistant staff. They work in a wide variety of industries for any company with a sizable administrative staff. According to the Bureau of Labor Statistics, the field is expecting average growth of about 8 percent through 2024.

 

Administrative Supervisor Duties and Responsibilities 

In order to manage an organization’s administrative functions, an Administrative Supervisor performs many different tasks. We analyzed job listings for Administrative Supervisors in order to identify these core duties and responsibilities.

Hire Administrative Staff

The Administrative Supervisor participates in the hiring process of administrative staff. They notify hiring department when additional staff members are needed and sometimes perform interviews and lead the review process. They make recommendations regarding all departmental personnel decisions including the hiring, promotion and firing of administrative staff members.

Train Administrative Staff

Providing guidance and coaching, the Administrative Supervisor trains all new incoming staff as well as provides any necessary additional training to current staff. These duties include processing new hire paperwork, orientation, and developing training programs that effectively implement all company policies and procedures.

Manage Administrative Staff

As the direct supervisor for administrative and support staff, the Administrative Supervisor is responsible for assigning job duties to individual staff members and prioritizing workloads. They are also responsible for processing payroll for all of their employees. They ensure that tasks are completed in an effective and timely manner.

Evaluate Administrative Staff Performance

In order to ensure their team’s ongoing success, the Administrative Supervisor must continually evaluate their staff members and provide feedback for improvement. They are also responsible for identifying areas of weakness, departmental inefficiencies and providing appropriate recommendations for resolving these issues. They ensure employees act in accordance with company policies and implement disciplinary action when necessary.

Perform Administrative Tasks

Administrative Supervisors also assist with administrative tasks as needed. This can include managing calendars, responding to email and phone messages, assisting with customer requests and questions, coordinating meetings, compiling meeting materials and documents, creating presentations, booking travel and providing executive staff with support as needed.

 

Administrative Supervisor Skills

Administrative Supervisors are organized multi-taskers and apt communicators with strong decision making abilities. They play an important management role, and in order to be successful they must be capable of prioritizing duties and exhibiting leadership skills, which includes a capacity for educating employees as well as an ability to be assertive supervisors.

Core skills: Based on job listings we looked at, employers want Administrative Supervisors with these core skills. If you want to work as an Administrative Supervisor, focus on the following.

  • Supervising staff
  • Having industry relevant experience
  • Proficiency in Microsoft Office programs, such as Word and Excel
  • Demonstrating ability to create spreadsheets and presentations

Advanced skills: While most employers did not require the following skills, multiple job listings included them as preferred. Add these to your Administrative Supervisor toolbox and broaden your career options.

  • Extensive industry-specific knowledge regarding operations, policies and terminology
  • Payroll experience
  • Training experience

 

Administrative Supervisor Q & A

 

Considering a career as an Administrative Supervisor? We talked to Pierre-Renaud Tremblay, the Director of Human Resources at Dupray who previously worked as an Administrative Specialist. Here’s what he told us about the job.

What’s the most rewarding part about being a Administrative Supervisor?

You make the company run significantly more efficiently. You have the ability to make a real symbolic impact on the business, and you are able to drive the business forward through your knowledge, analysis and management skills. You get to deal with many different types of people every day and you are constantly developing professional relationships with the employees of the company.

What is the biggest challenge faced by Administrative Supervisors?

The biggest challenges that we face when doing our job relates to the amount of work we complete and the amount of knowledge we must have. We need to ensure that company guidelines and rules are being complied with. In my heyday, that meant being able to recall approximately 300 pages or so of information. Secondly, because of the scope of our role, we are usually being assigned to large numbers of individuals – all of them may require assistance. It takes noticeable amounts of focus and effort to stay on track throughout your day.

What skills do you use every day?

I do a variety of things, mostly with the management of people and logistical details. I focus on efficiency and logic of processes. I work under the presumption that having better logic and better comprehension of the underlying process will result in benefits for the company. In a sense, there is a certain macro perspective when dealing with administrative supervising. Yes, you need to understand the day-to-day operational components, such as dealing with a department, how to market a product, what functions employees have, and so on. But from a more finessed perspective, you need to understand the point of your role in relation to the giant web that is the entire company.

Who succeeds in this job?

Are you able to adequately and confidently interact with others? Do you have excellent communication skills? Are you highly structured with your work? Can you derive solutions out of analyses? If the answer is yes to all of them, you will be a good fit.

 

Administrative Supervisor Resources

We searched the Web to find the best industry resources to help you continue exploring a career as an Administrative Supervisor. From thought leaders to industry groups, this list is packed with opportunities to learn, connect and engage.

On the Web

Office Dynamics – Administrative and executive assistant blog

Supervisor Blog – Management skills resource

All Things Admin – Blog for administrative professionals

Industry Groups

AHCAP – Association for Healthcare Administrative Professionals

IAAP – Leading Administrative Professionals

American Society of Administrative Professionals – Leading administrative professional organization

Administrative Supervisor Books

The Administrative Professional – Technology and procedures for administrative professionals

Administrative Assistant’s and Secretary’s Handbook – Guide for administrative professionals

Perfect Phrases for Office Professionals – Commanding respect as an administrative professional

 

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