Manager, Administrative Support Services

Employment Type

: Full-Time


: Miscellaneous

(This is not a dockworker position. It is not covered by the contracts negotiated between the ILWU and PMA.) Put your experience and talents to work in a role with a unique company - the Pacific Maritime Association (PMA). PMA is a non-profit mutual benefit corporation that serves as a multi-employer collective bargaining agent for approximately 75 shipping lines, stevedore companies, and marine terminal operators at California, Oregon, and Washington ports. West Coast port operations (including non-containerized cargo such as bulk and autos) now support 9 million U.S. jobs and contribute 12.5 percent of the U.S. GDP. PMA's primary purpose is to negotiate and administer labor contracts with the International Longshore & Warehouse Union on behalf of the Association's member companies, as well as administrating payroll and certain benefits. Our headquarters and administrative office is located in San Francisco, California, with area offices in Southern California (Long Beach, Port Hueneme, and San Diego) and the Pacific Northwest (Portland, Oregon and Seattle and Tacoma, Washington) in addition to Northern California (Oakland). SUMMARY: Under the general direction of the Vice President, Southern California Area is responsible for the general oversight of the Labor Relations and Training functions documentation preparation and its efficient delivery; is responsible for the implementation and coordination of various workgroups and processes in accordance with the organizations' goals and consistent with established practices, agreements, and policies both internally and externally. Essential Duties and Responsibilities include the following: Coordinate, plan, develop, implement, prioritize and evaluate the organization's administrative processes and procedures as related to the Labor Relations and Training functions. Ensure the appropriate delivery of documents and the maintenance of and the proper retention and storage of file contents in compliance with the organization's confidentiality requirements. Act as the first point of contact between the organization and its outsource group helping to facilitate the development of a high-performance work team; liaise internally with department heads to ensure proper preparation, timely delivery of required documents, and proper file maintenance. Coordinate internal and external process manual development coast-wide to facilitate the standardization of processes and procedures for administrative functions related to the Longshore workforce. Liaise both internally and externally as a tactical partner in evaluating and advising on technical issues related to administrative processes and procedures. Establish credibility coast-wide as an effective developer and implementer of solutions for the resolution of administrative challenges. This would include the assessment of new systems, applications, or of various activities and functions and procedures that are the most effective methods to provide the delivery of the required work product. Provide technical process-related knowledge to others in IT, in Labor Relations and Training, and any required third parties that will promote the standardization of and the efficient and timely delivery of Labor Relation and Training administrative processes. Participate in the assessment and the implementation of the organization's formal, structured, computer-enhanced document management system for multiple office utilization. Additional Duties and Responsibilities Accomplishes all tasks as appropriately assigned or requested. SUPERVISORY RESPONSIBILITIES No direct responsibilities. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and must have knowledge of ILWU-PMA Pacific Coast Longshore and Clerks Agreement and the Pacific Coast Longshore and Clerks Agreement; demonstrated knowledge of the organization's administrative processes and procedures, practices, and terminology common to the organization's labor relations and training functions. Must have demonstrated skills to plan, schedule, organize, coordinate, and communicate properly both orally and in written form. Must have strong leadership and communication skills and must be able to establish effective working relationships with many different people. Must be analytical, detail-oriented, flexible, and decisive, and with problem-solving skills, and the ability to respond quickly to changes-resolve specific problems, and maintain confidentiality. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelor's degree from a four-year university or above in Business Administration, or relevant area or in a closely related field and five (5) or more years of applicable professional experience in a corporate office environment. Proven experience in formulating policy, developing and implementing new strategies and procedures. Ability to make administrative and procedural decisions and judgments. Ability to foster a cooperative work environment. Ability to plan develop and coordinate multiple projects. Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Language Skills - Fluent in English; ability to read, analyze and interpret collective bargaining agreements, common technical journals and legal documents. Skilled in preparing clear and complete reports and other written materials., ability to make effective oral presentations; maintaining accurate records and meeting critical deadlines; researching and analyzing problems, evaluating varied information and data, either in statistical or narrative form, and exercising sound judgment within established guidelines. Strong computer skills required. Microsoft Office (primarily Word, Excel, Visio, FOCUS, and PowerPoint). REASONING ABILITY Ability to apply the principle of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with non-verbal symbolism (formulas, scientific equations, graphs, etc.) in its most difficult phases. Ability to deal with a variety of abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS & Special Requirements Must be willing to work such hours as are necessary to accomplish the job requirements; ability to travel independently to each area that PMA operates in and locally as well as other locations to attend meetings. PHYSICAL DEMANDS To successfully perform the essential functions of this job, this position requires travel via public transportation, including commercial airplanes and automobiles to various corporate office locations. In addition, may be required to stand; sit; use hands to finger, handle or feel objects; reach with hands and arms; talk or hear. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. WORK ENVIRONMENT The work environment is that of a customary office setting located in California and travel; overnight stays may be required. The noise level in the work environment is usually moderate.

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