Administration Manager

Position Summary:

This Administration Manager plans, directs, and coordinates the Southwest Airlines Pilots Association’s (SWAPA) office administrative services and staff. This position is responsible for various functions in the following areas: Executive Administration, Pilot Administration, Office Operations Administration, Event Coordination & Support, Facility Services Coordination, and Fleet Management.

To perform the job successfully, the individual must be able to execute each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Please note job duties, responsibilities, and activities may change at any time, with or without notice, to accommodate business needs.

Executive / Office Administration & Pilot Administration:

• Support the Executive Director and Pilot Executives with administrative deliverables

• Manage executive schedules and prioritize matters for executives’ attention

• Deliver reliable administrative and general office services

• Ensure compliance with SWAPA’s procedures and administer executive signatures on approved contracts

• Recruit, train, and oversee administrative staff to ensure the SWAPA’s office runs efficiently

• Lead, motivate, and develop administrative staff to achieve and deliver exceptional service

• Manage administrative staff performance and provide coaching and guidance to ensure maximum efficiency

• Analyze, develop, and implement necessary administrative changes and improvements for SWAPA

• Monitor costs and expenses to comply with SWAPA’s administration budget; prepare and plan annual budget for all administrative areas of responsibility

• Be organizational lead on inclement weather and emergency evacuation communications and procedures

• Develop and define operations and administrative procedures, systems, and processes

• Facilitate department communications on administrative needs

• Oversee and ensure the completion of cross-functional onboarding/offboarding processes

• Oversee personnel planning and coordination of events such as flu shot clinic, milestone anniversary lunches, BOD meetings, etc.

• Act as lead facilitator of pilot elections

• Oversee and manage pilot administrative functions

Facility Services Coordination & Fleet Management

• Be the primary point of contact between SWAPA and its building landlord / property manager

• Oversee personnel responsible for coordinating building security, planning, facility repairs and maintenance, and fleet repairs and maintenance

• Oversee vendor management processes and budget, including acting as landlord liaison

• Monitor inventory of office supplies and the purchasing of new material while staying within department budgets

• Collaborate with the Executive Director to coordinate the efficient use of facility workspaces including offices, cubicle workspaces, shared meeting rooms, conference rooms, and common spaces

Other job duties as defined and assigned

Education & Qualifications:

• Bachelor’s degree in general business or business administration is preferred but not required

• Seven (7) to ten (10) years of applicable experience

• Notary Public is preferred

• Experience with vendor management and contract administration

• Experience with C-Suite and Executive-level employees

• Ability to effectively manage employees in an office environment

• Exceptional organization skills and attention to detail

• Proven record of taking initiative and overseeing and driving projects

• Ability to professionally communicate and liaise with executive director, business unit directors, SWAPA executives, SWAPA pilot members, and staff through a variety of mediums, including MS Teams and email

• Ability to work independently in a fast-paced environment while prioritizing multiple projects with varying deadlines

• Ability to plan, coordinate, and organize events

• Ability to manage an office in a fiscally responsible manner, including planning, budgeting and reconciling to budget

• Exceptional customer service skills

• Proficient in Office 365 Suite (specifically Excel) and financial software programs

• Discretion and trustworthiness due to frequent contact with confidential matters

Physical Demand & Work Effort:

• Keying / typing, sitting, standing, and walking

• Ability to spend large periods of time viewing computer monitor(s)

• Ability to lift up to 20 pounds

• Ability to travel, including but not limited to driving, to/from various locations including conferences, trainings, and/or attendance at SWAPA events

• Potential standing for long periods of time in support of Union-related activities such as picketing or training activities

• Constant mental and/or visual attention; the work is either repetitive or diversified requiring constant alertness in an office environment

• Compliance with company attendance standards