Administrative Services
Manager (ASM)

 

Please email your resume to dscadmin@discoversantaclara.org to apply to the Administrative Services Manager (ASM) role.

DISCOVER SANTA CLARA BACKGROUND

Discover Santa Clara is a destination management organization (DMO) for the city of Santa Clara, CA. and is a private, not for profit, 501 C (6) organization with a 13-member board of directors. We have been in place since 2019 and while we have a solid foundation, we are still in a start-up phase and are eager to add team members that want to be part of building a strong, rewarding, highly regarded and productive team.

DISCOVER SANTA CLARA CULTURE STATEMENT

At Discover Santa Clara®, we foster a currency of trust, integrity, and unity as part of our shared team, partner, and customer journey. We are committed to work being a blend of hustle and fun, fueled by a dedication to high-performance and a belief that experimentation is the secret sauce for innovation. Personal accountability, authenticity, and feedback guide our actions. Our sense of community extends beyond the four walls of our office to include our partners, clients, and our communities.

POSITION SUMMARY

The Administrative Services Manager (ASM) is an integral and high-profile member of the team. We are looking for a high energy, dynamic, collaborative, innovative, and highly organized individual capable of managing multiple complex tasks and relationships. This individual is about hard work, ensuring that the DMO has a strong administrative foundation, and credible relationships with our partners.

Reporting directly to the Chief Executive Officer (CEO), the ASM takes charge of planning, organizing, directing, and coordinating the administrative functions within the organization. Additionally, the ASM plays a key role in contributing to the development and implementation of administrative policies and procedures. It is the ASM's responsibility to stay informed about current administrative trends and recommend strategies for improving the administrative foundation, partner relationships, and programs of the organization.

The ASM ensures the business needs of the organization are successfully executed, and processes run smoothly. The ASM may be responsible for overseeing the administrative, fiscal, and human resources support functions, including supporting the CEO in budget development and management, financial administration, purchasing, contract administration, grant administration, management analysis, and personnel and payroll administration.

The ASM manages all administrative support functions, serves as the Board of Directors liaison and coordinates Board of Directors meetings. The ASM makes organizational, policy and procedural recommendations; supervises administrative staff; and performs related work as assigned.

The ASM supports the work of the organization by being a professional-level resource for departments and staff and is engaged in Board and key stakeholder communication strategies and implementation.

The ASM collaborates regularly with the Oak View Group, Levy, members of the SCTID hotels and the tourism community.

All responsibilities assigned will be based on the direction and goals of the Silicon Valley/Santa Clara DMO, Inc., CEO and Board of Directors.

JOB DUTIES AND RESPONSIBILITIES

The following is intended as general examples of the duties of this position and are not all- inclusive for specific positions. Other reasonable duties may be assigned.

-Collaborative engagement with the following entities (key partners) to fulfill all sales initiatives:
-DMO CEO
-Oak View Group sales team and General Manager
-Levy Restaurants (Center Food & Beverage provider) sales team
-The City of Santa Clara
-The Santa Clara Tourism Improvement District (SCTID) lodging businesses

-Plans, organizes, directs, and coordinates some or all of the organization’s budgeting, purchasing, payroll, fiscal control, personnel, employee relations, organizational development, strategic planning, information systems, and general administrative functions.
-Develop, and implement integrated processes and procedures within the department and across the DMO, including best practices.
-Prepares, negotiates, and administers contracts.
-Prepares and maintains monitoring and reporting systems; prepares grant applications and confers with Federal and State regulatory agencies.
-Assumes overall responsibility for fiscal control programs and supports the CEO in preparation of fiscal year budget.
-Exercises overall direction of the office service functions.
-Participates in a variety of analytical studies relating to programs and needs of the department and DMO.
-Manages expense reporting and reconciliation process for team members.
- Prepares, reviews, and approves detailed correspondence and reports.
-May prepare departmental policies and procedures to align with industry standards or relevant Federal, State, County and City guidelines.
- May select, train, direct, and evaluate team members and contracted resources.
- May direct team members in the development, maintenance, and evaluation of information systems and analyze outcome data in order to evaluate, plan, and implement organizational goals and objectives, and to plan for future needs.
- Performs related work as required.

MINIMUM QUALIFICATIONS/EDUCATION AND EXPERIENCE

The minimum qualifications for education and experience can be met in the following way:

-Bachelor’s degree from an accredited college or university in public administration, business administration or related field.
-Minimum of four (4) years of increasingly responsible experience in general administration, including some lead or supervisory experience.

KNOWLEDGE, SKILLS, AND ABILITIES

- Thorough working knowledge of Microsoft Office and Excel.
-Financial management, budgeting, and resource management.
-Excellent communication and public presentation skills.
-Ability to collaborate with a diverse group of individuals and groups.
-Naturally, people-oriented and goal oriented.
-Ability to pro-actively problem solve.
-Effective with minimal supervision and guidance.
-Thrives in a fast-paced and demanding environment.
-Organize, implement, and direct financial and administrative activities.
-Interpret and explain pertinent organizational policies and procedures.
- Conduct administrative and analytical studies, compile technical and statistical data, evaluate alternatives, and make sound recommendations.
-Assist in the development and monitoring of the organization’s budget.
-Develop and recommend policies and procedures related to assigned operations.
-Prepare and present clear and concise correspondence and reports.
-Prepare financial statements and administrative reports.
-Operate a computer using word processing and business software and other office equipment.
-Communicate effectively, both orally and in writing.
-Establish, maintain, and promote effective working relationships with DMO team partners, other agencies, and the public.
-Demonstrate initiative and exercise good judgment in the performance of duties.
-Work independently and as a team member; recognize and set priorities and meet deadlines.
-Observe safety principles and work in a safe manner.
-Efficiently negotiate and monitor organization contracts.
-Desire for continued business development and self-improvement.
-Exceptional analytical skills.
-Ability to prioritize and manage multiple projects/responsibilities and people.
-Ability to meet stringent deadlines.
-Ability to think strategically as well as tactically.
-Ability to build effective consensus within a team.
-Excellent written and verbal communication skills.
-Ability to maintain a positive and professional work attitude and appearance.
-Ability to develop and maintain effective working relationships with peers and colleagues and team members.
-Ability to establish a rapport with members of the hotel and tourism community.
-Ability to make compelling presentations.

ESSENTIAL FUNCTIONS:

-Prolonged periods of sitting at a desk and working on a computer.
-Must be able to lift 15 lbs.
-Must be able to climb stairs and walk inclines to meet with vendors, clients, and customers.
-Must be able to type up to 25 WPM.

LICENSES AND CERTIFICATES

-Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternative transportation as approved by the appointing authority and a safe driving record.

OTHER REQUIREMENTS

-May be opportunity to work remotely and in office.
-Must be able to work evenings, weekends, as required.
-May require minimum travel.