Administrative Supervisor

Montefiore Health System • Greenville, NY

2d • Onsite

About The Position

The Administrative Supervisor (Primary Care) at Montefiore Medical Group serves as a key supervisory partner to the Office Manager in ensuring the seamless operation of non-clinical functions across assigned units. This role is responsible for overseeing administrative operations within a primary care setting, ensuring an optimal environment and exceptional internal customer service experience. The Administrative Supervisor coordinates regulatory compliance, payroll, scheduling, HR processes, staffing, budgetary and financial reporting, environmental standards, and inventory management in collaboration with the leadership team. This position plays a critical role in maintaining efficient workflows, supporting staff engagement, and ensuring all operational and regulatory standards are consistently met.

Requirements

• High School required.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Ability to learn and operate systems such as Outlook, SAP (Finance/HCM), Talent Management Systems, Kronos, CareCast, and other clinical systems.
• Strong organizational, time management, and multitasking skills.
• Excellent customer service orientation.
• Ability to work independently and manage multiple priorities effectively.
• OHS Fit Test and Annual Assessment required.

Nice To Haves

• Bachelor’s Degree preferred.
• 4–6 years of related experience preferred.
• Background or exposure in fields such as Accounting, Finance, Business, Healthcare, or Hospitality Management preferred.
• Experience with HR and financial processes preferred.

Responsibilities

• Supervise non-clinical operations to support organizational goals and ensure efficient workflow in a primary care environment.
• Partner with the Office Manager to oversee daily administrative functions and staff performance.
• Coordinate regulatory compliance, including tracking staff licensure, certifications, and required training (e.g., BLS, OHS, performance appraisals).
• Maintain employee personnel files and conduct audits to ensure all regulatory standards are met.
• Create, manage, and reconcile staff schedules using Kronos; ensure appropriate staffing levels at all times.
• Coordinate staffing needs, including supplemental shifts, vacation tracking, and coverage for absences.
• Oversee environmental standards and inventory management to ensure a clean, safe, and compliant workplace.
• Assist with budget preparation, financial analysis, and reporting (e.g., variance reports, cost center allocation, overtime utilization).
• Analyze operational and financial data to identify trends, discrepancies, and improvement opportunities.
• Support HR processes including onboarding, terminations, transfers, discipline tracking, and personnel transactions.
• Serve as liaison with HR, Payroll, and B.I.S. for system support, payroll issues, and scheduling systems.
• Track and manage position requisitions and coordinate recruitment and hiring processes.
• Provide oversight and leadership to clerical staff, including Office Coordinators and Senior Clerks.
• Participate in staff evaluations and recommend disciplinary actions as needed.
• Plan and coordinate meetings, including agendas and minutes.
• Facilitate communication between administrative, clinical staff, and leadership teams.
• Contribute to quality improvement initiatives and monitor performance metrics.
• May be required to work varying hours, including evenings and weekends, to meet operational needs.
• Perform other duties as assigned by the Office Manager.

Benefits

• An assortment of insurance products and discount programs through Voluntary Benefits.
• Comprehensive benefits available to you when you join our outstanding team!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED