Administrative Support Manager - SWITC

IdahoPTV; Nampa (ID); On-site; USD 101,493,000 - 104,702,000; Full time

Benefits offered by this job

Paid sick leave

Paid vacation

Retirement plans

Life insurance

Disability insurance

Training opportunities

Flexible hours

Job summary

State of Idaho in Nampa is seeking an Administrative Support Manager to lead financial operations, facilities support, and administrative services at SWITC. The role directs campus administrative functions and coordinates with leadership, vendors, and staff to ensure resources are managed efficiently.

The successful candidate will plan, organize, and direct admin activities, monitor financial processes, ensure policy compliance, and collaborate across units.

Qualifications

• Likely completion of an associate degree or 4 upper-division courses in business administration or related field.
• Experience supervising staff and directing administrative functions.
• Ability to analyze operational or administrative problems and implement solutions.
• Experience allocating resources within a department or business.
• Experience interpreting laws/regulations and applying policies at operations level.
• Experience preparing and presenting information to groups; at least two different presentations.

Responsibilities

• Provide leadership for financial operations, facilities support, and admin services.
• Coordinate budgeting, expenditure monitoring, purchasing, accounts payable, and reporting.
• Direct administrative services including records, purchasing, scheduling, and document management.
• Oversee facilities support and coordinate with maintenance, vendors, and leadership.
• Monitor compliance and internal controls with state policies and procedures.
• Develop contracts, purchases, and vendor relationships for admin and facilities services.
• Prepare reports and provide recommendations to leadership on financial and operational matters.
• Serve as administrative resource for campus leadership and external partners.

Skills

Staff supervision

Budget analysis

Policy interpretation

Presentation skills

Communication with leadership

Education

Associates degree or 4 upper division business courses

Job description

35.42 - 36.54 USD per hour

Posted 3 days ago

Description

DEDICATED TO STRENGTHENING THE HEALTH, SAFETY, AND INDEPENDENCE OF IDAHOANS

The Administrative Support Manager provides leadership and oversight for financial operations, facilities support, and administrative services at the Southwest Idaho Treatment Center (SWITC) in Nampa. This position ensures effective coordination of administrative functions that support the daily operations of the campus and the three state-run facilities located on campus.

The position is responsible for planning, organizing, and directing administrative support activities; monitoring financial and operational processes; coordinating facility-related needs; and ensuring compliance with department policies, procedures, and applicable state requirements. The Administrative Support Manager works closely with facility leadership, department staff, vendors, and other stakeholders to ensure resources and services are effectively managed.

This position is not eligible for telework.

The successful applicant will be required to complete a criminal history background investigation. Employment is dependent upon satisfactory results of the investigation.

BENEFITS:

The State of Idaho offers a robust total compensation and benefits package, including but not limited to:

• Paid sick and vacation that begins accruing on your first day of employment; can be used immediately after accruing (no waiting time)
• 2 voluntary supplemental retirement plans including both pre-tax and Roth options
• Deferred compensation plan
• Life insurance for self, spouse, and children
• Short and long-term disability insurance
• Flexible Spending Accounts (FSA)
• Wide variety of training opportunities
• Some positions offer flexible hours and/or telecommuting
• Provide leadership and supervision for financial, facilities, and administrative support functions, including assigning work, establishing priorities, monitoring performance, and developing staff.
• Oversee financial operations including budgeting, expenditure monitoring, purchasing, accounts payable, financial reporting, reconciliations, and other fiscal activities to support responsible use of state resources.
• Assist with budget development and management by monitoring expenditures, identifying financial trends or concerns, preparing projections, and providing recommendations to facility leadership.
• Direct administrative support services including records, purchasing, correspondence, reporting, scheduling, document management, and other administrative functions necessary for effective facility operations.
• Oversee facilities support activities and coordinate with maintenance, contractors, vendors, and facility leadership to address building, grounds, equipment, utilities, and other operational needs.
• Coordinate campus-wide administrative and operational services supporting SWITC and the other state-run facilities located on campus, ensuring services are prioritized based on facility needs and available resources.
• Monitor compliance and internal controls related to financial, purchasing, administrative, and facilities processes and ensure activities are conducted in accordance with state and department policies and procedures.
• Develop and monitor contracts, purchases, and vendor relationships related to administrative, financial, facilities, and operational services.
• Prepare and analyze reports, correspondence, and other management information and provide recommendations to leadership regarding financial, administrative, staffing, facilities, and operational matters.
• Serve as a key administrative resource for facility leadership, collaborating with internal and external partners to resolve issues, improve processes, manage resources, and support the safe and effective operation of SWITC and its associated facilities.

MINIMUM QUALIFICATIONS:

You must possess all the minimum qualifications below to pass the exam for this position. Please make sure your resume or work history supports your meeting the minimum qualifications for this position. Failure to do this may disqualify you from being considered for this position.It is highly recommended to attach a one-page cover letter to your application to demonstrate how you meet the requirements below.

• Good knowledge ofmanagement practices. Typically gained byan associates degree, or completion of at least 4 upper division college courses, in business administration, public administration, or other closely related field that included all the essential elements of management (planning, organizing, leading, and controlling); OR one year of work experience in a job situation with responsibility for all the essential elements of management.
• Experiencesupervising staff. Typically gained by at least one year of experience supervisingwhere you were responsible for interviewing and selecting staff, providing work direction and training, evaluating performance, and generating employer problem solving solutions.
• Experience analyzing operational, management, or administrative problems to identify alternatives and implement solutions. Typically gained byapproximately two years of experience conducting studies or projects or serving on teams to analyze operational, management, or administrative problems and recommending solutions. Types of studies/projects would include issues involving staffing, overtime, budget, contracts, etc.
• Experience allocating resources in a department or business environment. Typically gained bytwo years of experience allocating resources (material, financial, or staff) within a department or business. Describe the process you used to identify business needs in these areas, to identify appropriate resources available to meet those needs, and to appropriate the resources and to evaluate the outcome.
• Experience interpreting and applying laws, regulations and policies affecting department or business operations. Typically gained bytwo years of work experience reviewing business operations for compliance with laws and procedures or interpreting to others how laws and regulations (and policies and procedures) apply to specific situations at a department or business operations level.
• Experience preparing and making presentations to groups. Typically gained bytwo years of experience researching, compiling, and organizing information in order to make oral presentations about the information to groups in a business setting; topics may be informational, technical, or behavioral. You must have experience with at least two different presentations.

Below is preferred experience. It is not required for the position but applicants with this experience may receive consideration over other applicants.

• Knowledge of budgeting, financial management, purchasing, and administrative operations. Typically gained through education, training, and experience managing fiscal or administrative functions.
• Knowledge of facilities operations, maintenance coordination, and vendor management. Typically gained through experience coordinating facility services, contracts, projects, or operational support.
• Skilled in supervising staff, managing competing priorities, and coordinating multiple functions. Typically gained through progressively responsible supervisory or management experience.
• Ability to communicate effectively and build productive working relationships with leadership, staff, vendors, contractors, and external partners. Typically gained through professional experience in an administrative, financial, facilities, or management setting.
• Ability to exercise sound judgment, maintain confidentiality, and ensure compliance with applicable policies and procedures. Typically gained through experience handling sensitive financial, personnel, or operational information in a professional setting.

If relocating to Idaho, the Department of Health & Welfare does not reimburse the cost of relocating and the department does not sponsor anyone with a work visa.

If you have questions, please contact us at:

Email is the quickest way to get an answer to your questions.

(answered Monday through Friday during business hours MST)

EMAIL: [e-mail]
PHONE: [phone]

EEO/ADA/Veteran:

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact [phone] (TTY/TTD: 711), or email [e-mail].

Preference may be given to veterans who qualify under state and federal laws and regulations.