Department Administrative Supervisor Job Description [Updated for 2025]

In today’s fast-paced business environment, the role of the Department Administrative Supervisor has never been more crucial.

As organizations continue to evolve and grow, the demand for skilled individuals who can efficiently manage and streamline administrative functions within various departments becomes increasingly critical.

But what exactly does a Department Administrative Supervisor do?

Whether you are:

A job seeker wanting to understand the core responsibilities of this role,
A hiring manager looking to define the perfect candidate,
Or simply curious about the intricacies of departmental administration,

You’re in the right place.

Today, we present a customizable Department Administrative Supervisor job description template, designed for effortless posting on job boards or career sites.

Let’s dive right into it.

Contents show

Department Administrative Supervisor Duties and Responsibilities

Department Administrative Supervisors oversee the functions and staff members within a department to ensure efficiency, productivity, and high standards of service.

They manage and lead administrative personnel and oversee the scheduling, budgeting, and communication tasks within the department.

Their duties and responsibilities include:

Supervising and leading administrative staff by dividing responsibilities to ensure maximum productivity
Developing and implementing administrative systems, such as record management, to streamline department functions
Maintaining department schedules, overseeing administrative procedures and processes, and ensuring compliance with organization policies
Coordinating department projects and ensuring they are completed in a timely and efficient manner
Assisting with budget preparation and implementation
Overseeing the maintenance of inventory and office supplies
Ensuring that office operations run smoothly and align with quality standards and regulations
Addressing employees’ issues and ensuring effective and swift resolution
Preparing and presenting reports on department performance and initiatives to upper management
Organizing and managing files, databases, and resources to ensure their easy retrieval and usage

Department Administrative Supervisor Job Description Template

Job Brief

We are searching for a highly organized and experienced Department Administrative Supervisor to oversee our administrative operations.

In this role, you will be responsible for implementing policies and procedures, supervising administrative staff, coordinating department activities and managing budgets.

The ideal candidate is a problem-solver with strong leadership skills, a keen eye for details, and a knack for efficient and effective office management.

Responsibilities

Supervise and oversee administrative staff and operations.
Implement and maintain procedures/administrative systems.
Manage department budget and ensure financial efficiency.
Coordinate office activities and operations to secure efficiency and compliance to company policies.
Monitor inventory of office supplies and purchase when necessary.
Prepare and monitor office budget.
Monitor and maintain office cleanliness and organization.
Resolve office-related issues or disputes smoothly and efficiently.
Coordinate department meetings and events as necessary.

Qualifications

Proven experience as an office administrator, office assistant or relevant role.
Outstanding communication and interpersonal abilities.
Familiarity with office management procedures and basic accounting principles.
Excellent organizational and leadership skills.
Qualifications in secretarial studies will be an advantage.
High school diploma; BSc/BA in office administration or relevant field is preferred.

Benefits

401(k)
Health insurance
Dental insurance
Paid time off
Professional development opportunities

Additional Information

Job Title: Department Administrative Supervisor
Work Environment: Office setting with occasional visits to different departments. Some travel may be required for training or conferences.
Reporting Structure: Reports to the Department Manager or Division Head.
Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
Pay Range: $50,000 minimum to $75,000 maximum
Location: [City, State] (specify the location or indicate if remote)
Employment Type: Full-time
Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

What Does a Department Administrative Supervisor Do?

Department Administrative Supervisors typically work for corporations across various industries, from healthcare to education to business.

They are primarily responsible for overseeing the administrative functions of a department and ensuring smooth operations.

They coordinate all administrative activities and work closely with team members to ensure they understand their roles and responsibilities.

This includes tasks such as scheduling meetings, organizing files, preparing reports, and maintaining updated records.

Department Administrative Supervisors are also in charge of hiring new administrative staff, providing them with appropriate training and development opportunities, and conducting performance evaluations.

They are often responsible for managing the department’s budget, monitoring expenses, and making purchase decisions.

Their role also involves facilitating communication between the department and other departments within the organization.

They may also be the point of contact for external partners or stakeholders.

Department Administrative Supervisors are expected to solve any administrative issues that may arise and implement new strategies or procedures to improve efficiency and productivity within the department.

Department Administrative Supervisor Qualifications and Skills

A competent Department Administrative Supervisor should possess the following qualifications and skills to effectively manage and streamline administrative operations:

Strong leadership and management skills to direct, supervise, and evaluate the performance of the administrative staff, ensuring efficient workflow.
Excellent organizational and multitasking abilities to prioritize and handle multiple administrative tasks simultaneously in a fast-paced environment.
Exceptional communication skills to clearly and professionally interact with colleagues, management, and external contacts.
Good problem-solving and decision-making skills to identify issues, generate solutions and make sound decisions to ensure the smooth running of the department.
Profound knowledge of office management systems and procedures, as well as proficiency in MS Office and other relevant software to streamline administrative processes.
Strong budgeting and financial management skills to manage departmental budgets, oversee purchasing, and maintain financial records.
Attention to detail and high level of accuracy to manage documents, maintain records, and prepare reports.
A bachelor’s degree in business administration, management, or a related field, with proven experience in an administrative supervisory role.

Department Administrative Supervisor Experience Requirements

For an entry-level Department Administrative Supervisor, a minimum of 3 to 5 years of experience in an administrative role is usually required.

This experience can be gained from roles such as Administrative Assistant, Office Coordinator, or Office Manager.

During this time, candidates should gain experience in office operations, scheduling, record-keeping, and other administrative tasks.

Candidates aiming for this role should also have experience in managing a team as this role often entails overseeing administrative staff.

Therefore, experience in a leadership or supervisory role would be highly beneficial.

Department Administrative Supervisors with more than 5 years of experience may have developed advanced skills in strategic planning, performance evaluation, and staff management.

They may also have a deeper understanding of the industry they work in and the specific administrative needs of that industry.

Those with more than 7 years of experience might be ready for senior supervisory roles or for positions that involve managing multiple administrative departments.

These roles may require a broader set of skills, including advanced project management, budgeting, and interdepartmental coordination.

In all cases, Department Administrative Supervisors should have strong organizational, communication, and problem-solving skills, which are typically developed and refined with experience.

Department Administrative Supervisor Education and Training Requirements

Department Administrative Supervisors usually hold a bachelor’s degree in Business Administration, Management, or a related field.

This role demands a comprehensive understanding of office management procedures, departmental procedures, and supervisory principles.

Therefore, relevant coursework in these areas during undergraduate study is beneficial.

Many employers prefer candidates with a master’s degree in Business Administration or similar for this role, particularly for larger organizations.

In addition to formal education, several years of experience in an administrative role is typically required, with a progression of responsibilities leading to supervisory tasks.

To keep up with the changing administrative and technological landscape, Department Administrative Supervisors may also need to partake in ongoing training and development programs.

Certifications, such as a Certified Manager (CM) credential or Certified Administrative Professional (CAP), can enhance employability and demonstrate a commitment to the profession.

Moreover, skills in office software, such as Microsoft Office Suite, and knowledge of managing databases and handling office equipment are often essential.

Department Administrative Supervisor Salary Expectations

The average salary for a Department Administrative Supervisor is $59,563 (USD) per year.

The actual earnings can vary greatly depending on factors such as the size of the organization, the industry, the location, as well as the individual’s level of experience and education.

Department Administrative Supervisor Job Description FAQs

What skills are needed to be a Department Administrative Supervisor?

A Department Administrative Supervisor needs strong organizational skills to oversee various administrative functions.

They must have excellent communication and interpersonal skills to interact effectively with team members and other departments.

Leadership and team management skills are essential as they are responsible for supervising administrative staff.

They also need a good understanding of office management systems and procedures, and proficiency in MS Office is often required.

Do Department Administrative Supervisors need a degree?

Most employers require a bachelor’s degree in business administration, management or a related field.

However, relevant work experience can sometimes be considered in lieu of formal education.

Some roles may also require previous supervisory experience.

What should you look for in a Department Administrative Supervisor resume?

In addition to a relevant degree or equivalent experience, look for candidates with a background in administrative roles.

Experience in managing teams or overseeing administrative processes is highly valuable.

Familiarity with office management software and systems, and a track record of implementing process improvements can also be a plus.

What qualities make a good Department Administrative Supervisor?

A good Department Administrative Supervisor is effective at delegating tasks and managing personnel.

They should be able to think strategically, make sound decisions, and have a keen eye for detail.

They should also have strong problem-solving skills, and the ability to foster a positive and productive work environment.

What are the daily duties of a Department Administrative Supervisor?

A Department Administrative Supervisor typically oversees the administrative operations of a department.

This could include coordinating meetings, managing schedules, supervising administrative staff, and ensuring the efficiency of office procedures.

They might also be responsible for maintaining department budgets, records, and contracts, and liaising with other departments or vendors.

Conclusion

So there you have it.

Today, we unveiled the true essence of being a Department Administrative Supervisor.

And guess what?

It’s not just about paperwork and scheduling.

It’s about orchestrating the smooth operations of a business, one task at a time.

With our tailored Department Administrative Supervisor job description template and practical examples, you’re now equipped to make your next move.

But why stop there?

Venture further with our job description generator. It’s your next step to creating accurate job listings or refining your resume to perfection.

Remember:

Every task you oversee contributes to the bigger picture.

Let’s shape that future. Together.

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Department Administrative Supervisor Job Description [Updated for 2025]

Department Administrative Supervisor Duties and Responsibilities