What makes a good administrator

Learning about some of the characteristics that many administrators have can help you focus your efforts and refine your skills. In this article, we review what an administrator is and what key personal characteristics define an excellent administrator.

An administrator is a professional who keeps a business operating smoothly and efficiently. Their individual responsibilities typically vary depending on where they work. For instance, school administrators work for an educational institution, completing many high-level responsibilities, like handling budgets, hiring and overseeing employees and setting institutional policies.

Some administrators work for companies to ensure they're organized and productive by completing essential tasks like answering phone calls, taking meeting minutes and arranging travel accommodations. To excel as a great administrator, it helps to possess certain skills and abilities, like team-building or collaboration. To help stand out to employers, you can enhance these skills further or develop new ones that can help you perform more effectively in the role.

Here are common personal characteristics excellent administrators typically have:. Many administrators oversee the duties and performances of other employees. It's important for administrators to possess leadership qualities to motivate, guide and support other employees. Many team members rely on administrators to be their key source of information in the organization. They may go to them to gain resources, ask questions or receive assistance on a task.

Excellent administrators can use these leadership abilities to offer logical solutions and the guidance needed to help employees succeed. Many organizations have mission and vision statements that define their objectives and how they plan to reach those milestones.

An administrator typically ensures the company works toward its mission and vision statements. They're usually passionate about achieving company goals and work to ensure the business provides a service or product that exceeds expectations and closely follows the company's key values and goals. Related: Company Vision Statement vs. Mission Statement With Examples. Since administrators are in charge of several high-level responsibilities to keep the organization functioning well, it's essential for them to have high morals and ethics.

Many employees consider administrators as trusted sources who care about the success of the organization. They use their ethics to carefully complete tasks like managing budgets, storing confidential files or accessing employees' personal information to book travel arrangements.

A successful administrator often works to maintain a collaborative environment that's enjoyable and inclusive for all employees. They remain kind, open and willing to work with others to develop solutions to different organizational challenges.

Excitement trickles down from leadership to the employees on the ground. In times of crisis, great administrators remind their staff of the purpose of their mission and the role their organization plays in the larger society.

A public administrator must always remain focused on the strategic vision and the long-term mission of the agency or organization. Staff members can become narrowly obsessed with the day-to-day operations of the agency but count on their leaders to understand the five, 10 and year plans. It is important to remember that the agency or organization was often around long before the public administrator arrived, and will remain in operation long after the administrator leaves.

Business magnate Chester I. Staff members may only see as far as their department or shift; leaders must always see beyond those limits. As important as it is for leaders to see the big picture and think strategically, it is equally important for them to pay attention to the details.

This does not mean that leaders have to be involved in every minor decision, or undermine the decisions of subordinates; rather, leaders must remain aware of the activities of their staff and the status of projects, allowing autonomy whenever possible. There is a fine line between delegating tasks to staff and shirking from responsibilities, knowing subordinates will take up the slack.

Great public administrators navigate this distinction by assigning not just tasks, but clearly defined spheres of influence where staff members have the authority to make decisions.

Delegating tasks and responsibilities in this manner empowers staff members to grow in their positions, preparing them for future leadership positions. Internal promotions save companies and organizations thousands of dollars over adding outside hires. A public administrator must be able to take existing talent within the organization, nurture it, and place staff members in positions where they can be successful.

Public administrators must be careful not to stifle staff growth by becoming overbearing or forcing staff members into positions for which they are ill-suited. Many people enter public service because they have a deep desire to make their community a better place; however, desire and skill do not necessarily go hand in hand.

Public administrators can set their agency or organization up for success from the very beginning by hiring the right people for the right jobs at the right time. Great administrators take measured risks, knowing that one bad hire can have negative ripple effects through the rest of the organization. Almost every person experiences extreme emotions at one time or another, and those emotions can be harnessed for good or ill by leaders. Great leaders funnel emotions, like rage, anger, and happiness, into positive action that drives change.

Poor leaders use emotions as an excuse to lash out at staff members, creating uncomfortable working conditions. Administrative assistant positions are found in almost every industry. They are educated individuals, who have charming personalities, and can pretty much do anything. One of the most important administrative skills you can exhibit as an admin assistant are your communication abilities.

The company needs to know they can trust you to be the face and voice of other employees and even the company. An Administrative college course can give you the edge in an interview, but it is by no means compulsory. Someone who has administrative experience either holds or has held a position with significant secretarial or clerical duties. Administrative experience comes in a variety of forms but broadly relates to skills in communication, organization, research, scheduling and office support.

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