Administrative Supervisor

Montefiore Health System • Norfolk, VA

1d • Onsite

About The Position

Montefiore is recognized nationally for clinical excellence and innovation, with a century of groundbreaking research, cutting-edge procedures, and patient-centered care, earning top rankings in U.S. News & World Report. The Administrative Supervisor at Montefiore Medical Group serves as a key supervisory partner to the Office Manager in running the organization and ensuring the seamless operation of non-clinical functions. This role is responsible for supervising operations smoothly and efficiently, ensuring an optimal environment and exceptional internal customer service experiences. The Administrative Supervisor coordinates and maintains regulatory compliance, payroll, scheduling, HR and staffing needs, budgetary/financial analysis and reporting, environmental needs, and inventory management for all assigned units on the Moses Campus in conjunction with the leadership team. This position requires floating to various practice locations as needed.

Requirements

• Bachelor’s Degree required.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint). Ability to learn and operate Montefiore systems (Outlook, SAP Finance/HCM, Talent Management, Kronos, CareCast, and other clinical systems).
• Strong organizational, time management, and multitasking skills. Must be customer service oriented, self-directed, and able to work autonomously.
• Must be able to float to various practice locations.

Nice To Haves

• Background or exposure in fields such as Accounting, Finance, Business, Healthcare, or Retail/Hospitality Management preferred.

Responsibilities

• Utilize tracking tools to schedule staff for required regulatory and educational competencies (e.g., Licensure, OHS, Performance Appraisal, BLS).
• Maintain employee personnel files for regulatory compliance purposes to ensure files are complete and current.
• Conduct random regulatory audits and ensure all deficiencies are rectified so that staff remain up to date with all job requirements.
• Create unit schedules for staff, call staff in for supplemental shifts, and assign appropriate coverage for staffing deficiencies.
• Ensure all schedule information is entered into Kronos and reconcile all schedules daily.
• Create and track vacation grids to ensure appropriate staffing levels are maintained at all times.
• Maintain a presentable, organized working environment and ensure appropriate inventory levels.
• Assist in budgetary/financial preparation, analysis, and reconciliation in collaboration with the Office Manager and leadership team.
• Maintain data and run weekly/monthly reports (Budget Variance, Position Control, Cost Center Allocation, Per Diem/OT Utilization).
• Analyze and manipulate data to identify trends, discrepancies, and operational outliers.
• Assist with onboarding, terminations, transfers, and the discipline track for all associates.
• Coordinate personnel activities including position activations, Master Data Reports, and workflow tracking (approvals/deadlines).
• Provide oversight to Office Coordinators and Senior Clerks; participate in recruitment, hiring, work review, and annual evaluations of clerical staff.
• Serve as a liaison with B.I.S., HR, and Payroll regarding Kronos issues, pay adjustments, and system support.
• Plan and coordinate meetings, including agendas and minutes.
• 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
• Number of Employees: 5,001-10,000 employees