Administrative Services Manager
Summary:  Responsible for the administrative functions of the Information Services Department, including the common functions of finance, asset management, document management, reporting and administration. Ensures these functions are appropriately designed and operate effectively to support the management and delivery of the technology services to Mercy Ships.

Essential Duties and Responsibilities (Include But Not Limited To)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily:

Implementing, maintaining and improving the following processes within the IS department:

  • Financial management processes to support
  • Budget creation and consolidation
  • Financial cost and charge-back models
  • Time reporting and analysis
  • Asset management processes to support
  • Full life-cycle management of all technology assets
  • Contract and vendor life-cycle management
  • Procurement and purchasing
  • Document management processes to support
  • Controlled formal document management system
  • Standardized and consistent documentation
  • Concurrence and relevance IS documentation
  • Reporting and communication processes to support
  • Effective and timely external departmental communication
  • Compilation and communication of department metrics
  • Analysis and reporting of financial performance
  • Effective and timely internal communication

Ensuring administrative support is provided to the IS department, including:

  • Coordination of critical IS meetings including schedule conflict resolution
  • Preparing meeting minutes and deliver to attendees where directed by IS management
  • Arranging travel schedules and reservations for traveling IS staff

In addition:

  • Provide exceptional customer service to all partners, applying Mercy Ships core values as the cornerstone of all actions and communication.
  • Act as a team player using principles from Crucial Conversations to ensure strong and open working relationships.
  • Protect information assets controlled within the IS systems, applications or infrastructure, as defined in Mercy Ships policies and procedures.

Qualifications (Knowledge, Skills, Abilities, and Requirements)

The requirements listed below are representative of the knowledge, skill, and/or ability required:

  • Able to contribute to community life, requiring stable and healthy interpersonal skills
  • Able to provide exceptional customer service and take the initiative to respond, resolve and follow up
  • Able to apply significant discretion and independent judgement
  • Knowledge of formal IT management best practice, specifically ITIL
  • Strong understanding of IT financial and asset management principles and practice
  • Highly self-motivated and self-directed, with strong analytical and organizational skills
  • Able to adjust quickly in response to organizational, strategic or priority changes and shifting customer needs
  • Able to work in a team-oriented, collaborative environment
  • Able to organize his/her work and with good time management skills
  • Be process oriented, have an attention to detail and a strong analytical problem solving ability
  • Ability to define problems, collect data, establish facts and to effectively present information and respond to questions from groups, managers and staff
  • Ability to communicate effectively with customers (internal and external)
  • Ability to evaluate practices to determine potential for improvement
  • Working knowledge of Microsoft Office applications and an aptitude for learning new applications
  • Supportive of Mercy Ships mission and vision, and committed to its core values
  • Understand and apply servant leadership, work collaboratively with integrity and demonstrate accountability

Education and Experience

The requirements listed below are representative of the education and / or experience required:

  • Bachelor's degree in Accounting, Business Administration or Management Information Systems, or the equivalent combination of education and experience
  • Functional business experience and working knowledge of business practices and business systems, processes and procedures
  • At least 3 years proven experience within a management function, preferably in an enterprise IT environment
  • Successful completion of Mercy Ships Entry Training will be required within the first year