Administrative Supervisor

Montefiore New Rochelle – Schaffer Extended Care•City of New Rochelle, NY

6d•$55,608 - $69,510•Onsite

About The Position

The Administrative Supervisor develops, integrates, and oversees department administrative operations and functions to support a high-quality operation. The role supports the AVP of Nursing and responds to requests from management, physicians, residents, departments, chairs, and department leadership. It handles confidential paperwork and provides coverage for department managers in their absence. Responsibilities include regulatory compliance and personnel-file maintenance; staff scheduling and coverage; monitoring the environment and inventory; budgetary and financial support; human resources and personnel processes; supervision of front desk associates; facility-wide events and initiatives; and administrative support such as meeting coordination, phone triage, calendar management, document preparation, and supply ordering. The supervisor may also conduct projects and perform other duties as assigned.

Requirements

High school education required.
A bachelor's degree is preferred.
Five years of relevant experience, or an equivalent combination of education and experience, is required; experience must include overseeing office activities.
Proficiency with Microsoft Office, including PowerPoint, Excel, and Word.
Ability to learn and operate Montefiore systems such as Outlook, SAP Finance System, SAP/HCM, Talent Management System, Kronos, Care cast, and other clinical systems.
Strong time-management and organizational skills.
Ability to multitask.
Customer-service orientation.
Self-directed, with the ability to work autonomously.
Fit Test through OHS.
Annual Assessment through OHS.

Nice To Haves

Background or exposure in related fields such as accounting, finance, business, healthcare, or retail/hospitality management.
Bachelor's degree.

Responsibilities

Use tracking tools to monitor and schedule staff for required regulatory and educational competencies, including licensure, OHS, performance appraisals, and BLS.
Maintain employee personnel files for regulatory compliance, conduct random audits, and ensure deficiencies are corrected.
Create staff schedules, call staff in for supplemental shifts, assign coverage for staffing deficiencies, enter schedule information in Kronos, reconcile schedules daily, and create and track vacation grids.
Maintain appropriate staffing levels.
Ensure the environment meets regulatory standards and address issues such as cleanliness, spills, bathrooms, equipment malfunctions, troubleshooting, and the overall environment.
Maintain appropriate inventory levels.
Meet with leadership team members and the Operations Business Administrator; assist with budget and financial preparation, analysis, and reconciliation, including variance, position control, cost center allocation, and per diem or overtime utilization.
Analyze data to identify trends, discrepancies, and operational or financial outliers.
Manage the facility metro card program; process and track check requests, travel and dues reimbursements, and purchase acquisitions; manage outside-service processes and payments through accounts payable.
Assist staff with payroll, HR, policy, IT support, Workday, and related questions.
Track and manage position requisitions through Finance and HR; coordinate personnel activities, workflows, position activations, terminations, transfers, Master Data Reports, and other requested reports.
Manage the discipline track for associates and support timely staffing and onboarding processes.
Prepare and process Workday workflows and reports; support regulatory personnel files and manager in-services; conduct TJC building sweeps and document deficiencies for department correction.
Supervise, hire, monitor, and manage the performance of front desk associates.
Organize facility-wide events and initiatives, including flu shots, OHS, and site visitor events.
Plan and coordinate meetings, agendas, and minutes; provide phone triage and calendar management for the AVP; prepare documents and meeting notes; track documentation; and order supplies as needed.
Conduct projects and perform other duties as assigned.