Administrative Manager, Practice Support

About the role

The Administrative Manager is responsible for supervision and performance management of the practice operations business professionals. Manages and oversees processes related to staffing, workflow and group administration. Manages performance development and evaluation of practice operations business professionals with vision toward evolving needs. Develops and leads initiatives to promote best practices in practice operations service offerings.

Responsibilities

• Collaborate closely with Director of Administration, timekeepers, practice groups and office functional managers; provide leadership, strategic direction and management for the practice operations team; ensure the department is structured and staffed to achieve timekeeper, business and client service objectives.
• Set short and long-range service and business objectives for practice operations team, including support structures and skills competencies, and align services to meet objectives.
• Forecast, plan, and manage staffing allocation to achieve service and cost objectives.
• Collaborate closely with peer managers inside and outside of the Firm to establish network for idea exchange, outside thinking and data for improvements.
• Oversee supervision and performance management of practice operations business professionals.
• Set and communicate performance standards and skill competencies to ensure practice operations business professionals are developed to meet evolving business needs; ensure timekeepers are informed of standards and competencies.
• Manage the evaluation process, including annual reviews, introductory reviews, and formal check-in meetings. Ensure that reviews are prepared and delivered in a timely and appropriate manner.
• Review, support, and address ongoing job performance of practice operations business professionals, providing counseling and training as appropriate.
• Follow Firm guidelines and performance goals, recommend compensation adjustments for practice operations business professionals, including merit increases, market adjustments, promotional adjustments, high personal services awards, etc.
• Provide employee relations services to the department as a whole, working closely with the office’s Human Resources Business Partner (HRBP).
• Ensure that performance issues are addressed appropriately, fairly, and efficiently.
• Collaborate closely with the HRBP throughout counseling processes. Assist in the performance management counseling and termination processes for practice operations business professionals.
• Ensure that complete and accurate records are maintained to document employee counseling.
• Establish practice operations work assignments and coordinate closely with timekeepers and practice coordinator leads to ensure seamless practice operations support.
• Oversee daily workflow coordination as required.
• Schedule and approve overtime while managing costs related to overtime support.
• Arrange for practice operations support for visiting attorneys and clients.
• Ensure that administrative processes for practice operations business professionals are followed consistently, including time and attendance policies, FLSA procedures, etc.
• Approve PTO requests and maintain PTO schedule for practice operations business professionals.
• Maintain and review attendance and time records; review and approve weekly timecards.
• Monitor expenses related to practice operations business professionals' salaries; manage overtime, temporary staffing and training expenses.
• Ensure that administrative procedures, such as Workday data entry, are prepared in a timely and accurate manner.
• Affiliate with Recruiting to prepare job postings and descriptions for practice operations business professional positions.
• Participate in interviewing, testing, and selecting candidates for hire.
• Coordinate with Recruiting to ensure that effective recruiting resources are being used to ensure applicant tracking compliance, to schedule candidate meetings, and to ensure that hiring is based upon comprehensive, substantive assessment of candidates.
• Conduct substantive orientation and training for new practice operations business professionals.
• Affiliate with Technology Services to assist in developing responsive technology training for all new and established practice operations business professionals.

Requirements

Education and Experience: Bachelor’s degree plus at least five years of managerial or supervisory experience, or equivalent education and experience. Prior experience in a law firm or other professional services firm, and experience supervising within a multiple-office environment preferred. Current knowledge of and experience with industry trends in practice operations services and the legal profession. Proactively uses current technology to further teamwork, client service, and efficiency.

Teamwork and Applied Skills

• Strong team management and leadership skills, with a proven ability to develop and lead in a client service-focused environment.
• Highly effective communications skills and ability to communicate credibly and diplomatically with all levels in an organization.
• Ability to work effectively in a consensus-based environment and the ability to create consensus-based support for ideas and processes.
• Ability to anticipate and to strategically address challenges to delivering consistently exceptional practice operations services.
• Strong sense of accountability, taking ownership over projects and responsibilities and resolving issues proactively.
• Excellent organizational skills and the ability to manage multiple projects and significant assignments.
• Excellent attention to detail and follow-through skills.
• High comfort level with stressful job requirements.
• Ability to maintain professionalism under pressure.
• Ability to keep confidential any information, observations or viewpoints regarding Firm personnel or matters.