There are three types of managerial roles you’ve probably heard of before: managers, directors, and administrators. Even though some use those terms interchangeably, these words represent three different roles. Managers lead a group of people, administrators control resources, and directors are responsible for supervising both managers and administrators.
That being said, we can assume that an administration role is merely financial. Even though they do handle expenses and monitor overall finances in an organization, their role goes beyond that spectrum. Administrators manage workflows and operations in an organization to promote the smooth running of the business.
This means they will arrange appointments, receive and forward information, coordinate internal and external events, perform data entry, create reports, and data visualization, etc. This is why you may want to highlight multitasking skills in your resume.
Yet, there are multiple administration roles you may encounter in an organization. Today, we’ll cover four of them and show you how to create an efficient resume for each position. Our guide includes handy tips that will help you boost your performance. Let’s get started.
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An administration manager coordinates clerical operations with the office team so everything runs smoothly. They plan administrative systems to streamline processes and improve productivity. In addition, administration managers are also responsible for recruiting personnel and monitoring staff performance. This will allow them to collect pertinent data to develop new systems that improve operations.
Your administration manager resume should demonstrate your ability to oversee and direct a large team, so it’s crucial to highlight your project management skills.
Administration managers are responsible for monitoring expenses and restocking office supplies. That’s why it is important to have basic financial skills for this position. You will estimate and prepare budgets for office resources and projects. If you want to boost your resume, it would be a good idea to highlight this competency.
Administration managers work with multiple tasks at a time and often work under a thigh schedule. That’s why having time management skills is crucial for this position. You must be able to coordinate with other team members, set deadlines, assign tasks, and prioritize assignments to be able to complete milestones on time.
A healthcare administrator manages and oversees processes in a healthcare facility. This includes budgeting and keeping track of expenses, and managing billing processes and fees for healthcare services. In addition, healthcare administrators develop schedules and manage patient appointments.
Your resume should highlight your communication and interpersonal skills since this role is pretty much people-oriented. You will communicate with doctors, physicians, nurses, and patients. Some of them might be having a hard time, so empathy is also required for this role.
Most companies are now using ATS systems to scan resumes and some get ditched in the process for not having enough relevancy. You can ensure your resume will get noticed by including relevant keywords. That’s why it is important to customize your resume to the healthcare industry.
An office administrator ensures that an office runs smoothly. In this position, you will make sure all necessary supplies are available, maintain office files, coordinate meetings, support staff with events, organize payroll, etc. It is a very multipronged position so having a wide set of skills would be useful. Recruiters care most about your previous experience in a similar position and the tools and skills you have so make sure you spend extra time on these sections. Take a look at this successful resume sample.
Certifications show recruiters that you are passionate about your profession and are willing to go the extra mile to improve your skill set. That drive and effort are very impressive to recruiters so if you have any administration-related certifications like this applicant has, make sure you include them in your resume.
Recruiters will be looking closely to see if you have experience using the tools they use. You having experience in the tools they have means your transition into the job will be smoother. Research and find out what tools they use so you can make sure you have listed them. If you aren’t familiar with a specific tool, do a crash course on it before adding it to your resume.
An office administrator provides support with clerical duties in an organization. They arrange appointments and meetings, create presentations, keep track of office supplies, and place orders when needed. Office administrators ensure that colleagues follow compliance policies and assign each team member administrative tasks. As an office administrator, you must have problem-solving skills. A good way to highlight this in your resume is by mentioning previous challenges and how you addressed them.
Even though it seems to be focused on clerical tasks, office administrators have a leadership role. They must oversee their colleagues' performance and ensure they follow corporate compliance, meet deadlines, and work within a budget. That’s why it is relevant to highlight your office management skills in your resume.
In this role, you will be interacting with numerous employees, and that can be overwhelming sometimes. However, a good office administrator knows how to be patient and has excellent interpersonal skills. In your resume, you can mention your experience working with multiple teams. This will help your future employer know that you are capable of team work.
The director of administration works as the link between upper management and administrative staff. They are also called Chief Administrative Officers. They plan and execute strategies to improve the workflow of office operations. In addition, the director of administration distributes tasks among administrative employees.
The Director of administration also has the important responsibility of generating annual financial reports. That’s why it would be a good idea to mention your bookkeeping skills on your resume.
Adding a certification to your resume is a great way to provide credibility to your skills. The Certified Facility Manager (CFM) certification, in particular, validates your competencies in finance, project management, performance quality, and leadership. However, you can also add certifications that are relevant to your potential employer’s industry.
Generally, you will need a couple of years of experience in management and administrative roles to obtain a director of administration job. That’s why it is important to highlight the professional experience in which you used your leadership skills.
We spoke with hiring managers at top companies like Apple, Amazon, and Google to get their insights on what makes a strong administration resume. The tips below will help you create a resume that stands out and showcases your skills and experience in the best possible way.
Organizational skills are critical for administration roles. Showcase your ability to manage multiple tasks, prioritize effectively, and meet deadlines.
Avoid vague statements that don't provide specific examples:
A resume summary is an optional section that highlights your most relevant qualifications for the job you're applying for. It's a chance to quickly showcase your skills and experience, and to explain your career goals. While a summary is not required, it can be helpful if you're changing careers or have a lot of experience to summarize.
Keep in mind that a resume summary is different from an objective statement. Objective statements are outdated and focus on what you want from the employer, rather than what you can offer. Instead, use a summary to briefly explain your qualifications and how you can add value to the company.
Your work experience section is the most crucial part of your administration resume. It's where you show hiring managers how you've applied your skills in real-world situations and achieved results. In this section, we'll break down the key steps to write an effective work experience section that will make your resume stand out.
Your education section is an important part of your administration resume. It shows hiring managers that you have the necessary qualifications and knowledge to excel in the role. In this section, we'll cover what to include and how to format your education section for maximum impact.
Your administration resume should be precise, concise, and descriptive. The best way to demonstrate that is by using the appropriate vocabulary. Try incorporating relevant action verbs that illustrate your achievements and responsibilities instead of using general or vague phrases like “I was responsible for.”
Action verbs give you a sense of accountability and efficient communication. However, you should use those that are more related to your occupation. Words like “Administered,” “Planned,” or “Managed” are appropriate for an administration resume. Remember not to repeat them because it’ll negatively impact your readability. Try using varied verbs such as the ones below.
For a full list of effective resume action verbs, visit Resume Action Verbs.
Your administration resume should reflect your technical and people-oriented skills. As an administrator, you are expected to have basic computer literacy. This means you should be able to use programs like Excel, PowerPoint, Microsoft Outlook, etc. You are also required to perform basic accounting tasks, so it is pertinent to highlight your competencies in accounting software and techniques.
Administrators often deal with visitors and customers, so it is important to have excellent communication and customer service skills. You must be able to work in a team and also independently to act without needing direct instructions. If you need help finding relevant skills for your resume, check out our selection of administration skills below.
You can include the above skills in a dedicated Skills section on your resume, or weave them in your experience. Here's how you might create your dedicated skills section:
This word cloud highlights the important keywords that appear on Administration job descriptions and resumes. The bigger the word, the more frequently it appears on job postings, and the more 'important' it is.
Thank you for the checklist! I realized I was making so many mistakes on my resume that I've now fixed. I'm much more confident in my resume now.
