Administrative Services Manager

Otterburn, Northumberland
Ccsomn

Catholic Charities is the social service arm of the Catholic Diocese of Winona-Rochester serving the twenty southernmost counties of Minnesota. For over 75 years, Catholic Charities of Southern Minnesota has served the poor and marginalized regardless of age, gender, ethnic background, or faith tradition.

Catholic Charities of Southern Minnesota is seeking a full-time Housing Support Supervisor in our Rochester location.

Job Overview

We are seeking an experienced Administrative Services Manager to oversee and coordinate various administrative functions within our organization for 3 locations. This role is essential in ensuring the smooth operation of offices, managing staff, and maintaining efficient processes, purchasing, manage supplies, vendor contracts, IT services & equipment, training & compliance and staff support needs.

The Administrative Services Manager will also provide hands-on technical support, including setting up new computers and coordinating with external IT provider. The ideal candidate will possess strong organizational and communication skills.

Key Responsibilities

• Office Oversight: Manage the smooth day-to-day operations across three offices, ensuring staff have the resources and support they need. Maintain accurate records of all assets, including inventory, depreciation, and maintenance schedules.
• Supplies & Procurement: Order and maintain standard/bulk office and PPE supplies and equipment, purchasing to ensuring cost-effectiveness and proper inventory levels.
• Contract and Data Management: Coordinate and track vendor and service contracts; monitor renewals and compliance. Collaborate with finance and accounting teams to reconcile asset data and financial records
• Serve as the first point of contact for IT service providers.
• Set up and configure new staff computers, including required software and security settings.
• Maintain an accurate inventory of all IT equipment and office assets.
• Work with external partners for office services such as equipment maintenance, cleaning, and IT support.

Documentation

• Maintain organized records of contracts, assets, training and supply inventories.

Staff Support

• Provide general administrative support to staff as needed to ensure effective office functioning.

Training and Compliance

• Deliver onboarding and yearly training to staff to guarantee adherence to all laws, regulations, and company policies pertinent to the industry.

Qualifications

• 2-4 years of experience in office management, training and compliance, facilities coordination, or administrative support.
• Strong organizational and multitasking skills.
• Experience with ordering supplies, inventory tracking managing, vendor relationships, and coordinating service providers.
• Basic IT/technical skills for setting up computers and working with IT vendors.
• Proficiency with Microsoft Office Suite and comfort learning new software tools.
• Excellent communication and problem-solving skills.

Preferred Skills

• Experience managing multiple office locations.
• Familiarity with asset management, purchasing, and IT coordination.
• Ability to negotiate with vendors for pricing and service agreements.

Catholic Charities is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status

• Health insurance
• Health savings account
• Life insurance
• Paid time off

Application Question(s)

• How many years of contract management do you you have?