Administrative Manager

Administrative Manager

The Administrative Manager is responsible for overseeing designated administrative functions within Pacific Health Group, with primary responsibility for Administrative Assistant operations, Contracting/Grants/RFP administration, and Data Administration.

This position provides direct supervisory leadership over assigned administrative personnel and ensures these functions operate efficiently, accurately, and consistently. The Administrative Manager is responsible for establishing workflows, assigning and tracking work, monitoring deadlines and deliverables, maintaining quality standards, and addressing barriers within the assigned areas of responsibility.

The role requires strong organizational leadership, independent judgment, attention to detail, accountability, and exceptional follow-through.

Administrative Assistant Management

• Provide direct supervision and leadership to assigned Administrative Assistant personnel.
• Establish clear responsibilities, priorities, deadlines, workflows, and performance expectations.
• Assign and delegate administrative responsibilities based on organizational needs.
• Monitor assignments and deliverables through completion.
• Conduct regular one-on-one meetings with direct reports.
• Provide ongoing coaching, feedback, training, and professional development.
• Monitor performance, productivity, responsiveness, attendance, accuracy, and accountability.
• Conduct performance evaluations for assigned personnel.
• Address performance concerns promptly and partner with Human Resources when coaching, corrective action, or performance improvement is necessary.
• Participate in recruitment, interviewing, onboarding, and training for assigned positions.
• Develop and maintain standardized administrative workflows and procedures.
• Promote professionalism, responsiveness, accuracy, ownership, and follow-through.

Contracting, Grants & RFP Administration

• Oversee administrative processes related to organizational contracts, grants, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and similar opportunities.
• Maintain centralized tracking of active contracts, renewals, expiration dates, submission deadlines, deliverables, and required documentation.
• Develop and maintain calendars and tracking systems for critical deadlines.
• Monitor upcoming requirements and proactively communicate deadlines to appropriate stakeholders.
• Coordinate with internal departments and subject-matter experts to obtain information and documentation required for submissions.
• Oversee the assembly, formatting, organization, review, and administrative preparation of proposals and supporting materials.
• Track contract execution, amendments, renewals, expirations, and associated administrative requirements.
• Ensure contract, grant, and RFP documentation is appropriately maintained and readily accessible.
• Identify missing documentation, potential delays, or administrative barriers and work with the appropriate stakeholders toward resolution.
• Escalate significant risks, missed deadlines, or unresolved issues through the appropriate leadership channels.
• Develop standardized processes and checklists to improve accuracy, consistency, and submission readiness.

Data Administration

• Provide direct supervision and oversight of assigned Data Administration personnel.
• Establish expectations for data entry, tracking, reporting, accuracy, and timeliness.
• Ensure assigned administrative data and reporting responsibilities are completed accurately and within established deadlines.
• Establish processes to identify incomplete, inaccurate, inconsistent, duplicate, or overdue data.
• Implement appropriate quality-control measures and routine data reviews.
• Monitor data-related workflows and identify recurring errors or inefficiencies.
• Develop corrective workflows when data-quality concerns are identified.
• Coordinate with Operations, Quality Assurance, Finance, Human Resources, and other departments when data responsibilities overlap.
• Support development and maintenance of reports, dashboards, trackers, and administrative tools.
• Ensure administrative data is organized, accessible, and maintained according to organizational requirements.
• Promote consistency and accountability in data-management practices.

Administrative Process Improvement

• Develop and maintain Standard Operating Procedures (SOPs) for assigned administrative functions.
• Evaluate existing workflows and identify opportunities to improve efficiency, accuracy, and accountability.
• Implement standardized processes across Administrative Assistant, Contracting/Grants/RFP, and Data Administration functions.
• Develop trackers, calendars, checklists, templates, and other administrative tools.
• Identify recurring administrative barriers and implement practical solutions.
• Support technology and workflow improvements affecting assigned administrative functions.
• Ensure processes remain scalable as organizational needs evolve.

Cross-Department Authority & Management Boundaries

The Administrative…