Administrative Services Managers.

We went through all 18 core tasks in this job, one at a time.

Task by task, from the work Administrative Services Managers actually do. How we describe AI use in each task is our own read of it, not a measurement of whether AI can replace the job.

1. TASK 01

   Prepare and review operational reports and schedules to ensure accuracy and efficiency.

   AI DOES

   Drafts reports, spots errors, summarizes data, and suggests schedule improvements

   YOU DO

   Decide what changes actually make sense for your team and organization

2. TASK 02

   Manage paper or electronic filing systems by recording information, updating paperwork, or maintaining documents, such as attendance records or correspondence.

   AI DOES

   Auto-sorts files, flags duplicates, extracts key info, and drafts record entries

   YOU DO

   Verify accuracy, apply judgment on sensitive documents, and set the rules AI follows

3. TASK 03

   Oversee payroll functions, such as maintaining timekeeping information and processing and submitting payroll.

   AI DOES

   Checks timekeeping data, flags discrepancies, and summarizes payroll reports

   YOU DO

   Catch edge cases, approve final submissions, and own compliance decisions

4. TASK 04

   Read through contracts, regulations, and procedural guidelines to ensure comprehension and compliance.

   AI DOES

   Summarizes contracts, highlights key clauses, and flags potential compliance gaps

   YOU DO

   Own the final compliance call and apply organizational context

5. TASK 05

   Develop operational standards and procedures for the work unit or department.

   AI DOES

   Drafts procedure templates, formats policy documents, and pulls in industry best practices

   YOU DO

   Apply deep knowledge of your team's real workflows, exceptions, and culture

6. TASK 06

   Establish work procedures or schedules to organize the daily work of administrative staff.

   AI DOES

   Drafts schedule templates, suggests workflow procedures, and flags scheduling conflicts

   YOU DO

   Learn your team's real strengths and adapt plans to fit actual people and daily surprises

7. TASK 07

   Communicate with and provide guidance for external vendors and service providers to ensure the organization, department, or work unit's business needs are met.

   AI DOES

   Drafts vendor emails, summarizes contracts, and flags missing deliverables

   YOU DO

   Build trust, read the room, and make final calls on vendor relationships

8. TASK 08

   Plan, administer, and control budgets for contracts, equipment, and supplies.

   AI DOES

   Analyzes spending data, flags budget variances, and drafts budget summaries

   YOU DO

   Own the final calls on cuts, contracts, and resource trade-offs

9. TASK 09

   Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.

   AI DOES

   Drafts process analysis reports, compares policy options, and writes procedure documents

   YOU DO

   Talk to real staff, weigh trade-offs, and own the decision to change how people work

10. TASK 10

    Learn to operate new office technologies as they are developed and implemented.

    AI DOES

    Generates step-by-step tutorials, answers questions about new tools, and summarizes how software works

    YOU DO

    Practice the tool yourself and judge how it fits your team's real workflow

11. TASK 11

    Direct or coordinate the supportive services department of a business, agency, or organization.

    AI DOES

    Drafts reports, summarizes data, schedules meetings, and suggests process improvements

    YOU DO

    Build trust with your team and make the final calls on people and priorities

12. TASK 12

    Set goals and deadlines for the department.

    AI DOES

    Suggests SMART goal templates, draft timelines, and benchmarks from similar departments

    YOU DO

    Judge what your team can realistically handle and align goals to your organization's true priorities

13. TASK 13

    Conduct classes to teach procedures to staff.

    AI DOES

    Drafts training materials, outlines, and practice quizzes

    YOU DO

    Show up, read the room, and answer real questions from your team

14. TASK 14

    Represent work unit at meetings or conferences and serve as liaison for requests or complaints.

    AI DOES

    Drafts meeting prep notes, summarizes complaints, and writes follow-up emails

    YOU DO

    Show up, listen, and speak for your team with judgment and credibility

15. TASK 15

    Hire and terminate clerical and administrative personnel.

    AI DOES

    Screens resumes, drafts job posts, and flags candidates

    YOU DO

    Make the final call on people decisions and handle sensitive conversations

16. TASK 16

    Acquire, distribute and store supplies.

    AI DOES

    Tracks inventory levels, drafts purchase orders, and flags low stock

    YOU DO

    Physically receive, sort, and hand out supplies to the right people

17. TASK 17

    Supervise administrative staff and provide training and orientation to new staff.

    AI DOES

    Drafts onboarding guides, checklists, and training schedules

    YOU DO

    Build trust, read people, and coach in the moment

18. TASK 18

    Meet with other departmental leaders to establish organizational goals, strategic plans, and objectives, as well as make decisions about personnel, resources, and space or equipment needs.

    AI DOES

    Drafts agendas, summarizes past decisions, and prepares data reports before meetings

    YOU DO

    Show up, build consensus, and make judgment calls with your peers