Administrative Supervisor

Montefiore Health System

1d•$65,600 - $82,000•Onsite

About The Position

The Administrative Supervisor provides operational leadership for Montefiore Occupational Health Services (OHS), supporting employee health services for associates across the health system. The role is responsible for day-to-day administration, efficient service delivery, and compliance with organizational policies and applicable federal, state, and regulatory requirements. In partnership with clinical providers and department leadership, the supervisor oversees administrative operations, staffing, customer service, financial processes, human resources activities, quality improvement, and operational reporting across multiple OHS locations. The position is based on-site in a fast-paced, high-volume Occupational Health environment. It requires frequent interaction with clinical staff, human resources, operational leaders, regulatory agencies, and associates. Occasional travel between Occupational Health locations is required, and schedule flexibility may be needed during periods of increased demand, including onboarding events, vaccination campaigns, fit testing, regulatory surveys, and emergency preparedness activities. Participation in organizational emergency preparedness and special operational initiatives may also be required.

Requirements

High school diploma or GED required.
Minimum of five years of progressively responsible healthcare operations, ambulatory practice, occupational health, or employee health experience.
Experience supervising staff in a healthcare, occupational health, ambulatory, or clinical environment.
Strong knowledge of healthcare operations, customer service, workflow management, and performance improvement.
Excellent organizational, communication, and interpersonal skills.
Demonstrated ability to lead teams and manage competing priorities in a high-volume environment.
Advanced proficiency with Microsoft Office Suite and electronic health record systems such as Epic.
Ability to maintain discretion and professionalism when managing confidential information.
Occasional travel between Occupational Health locations is required.
Schedule flexibility may be required during periods of increased operational demand.

Nice To Haves

Bachelor's degree in healthcare administration, business administration, public health, or a related field preferred.
Minimum of three years of supervisory or leadership experience preferred.
Experience in Occupational Health, Employee Health, Ambulatory Care, or Human Resources operations.
Knowledge of OSHA regulations, Workers' Compensation administration, Joint Commission standards, CDC guidelines, and New York State Department of Health requirements.
Experience with Epic, Cority, Workday, Kronos/UKG, or similar healthcare information systems.
Experience supporting regulatory surveys and compliance initiatives.
Lean, Six Sigma, or quality improvement experience.
Demonstrated success implementing operational improvements and managing change.

Responsibilities

Provide direct supervision, coaching, mentoring, scheduling, and performance management for administrative staff.
Coordinate daily operations and timely processing of pre-placement medical clearances, annual assessments, return-to-work clearances, fitness-for-duty evaluations, Workers' Compensation workflows, and medical surveillance programs.
Oversee Workers' Compensation administrative processes and ensure compliance with applicable OSHA, Workers' Compensation, and organizational requirements.
Collaborate with Human Resources, Employee Labor Relations, Legal, clinical providers, and departmental leadership on accommodations, alternate duty assignments, and fitness-for-duty determinations.
Prepare the department for regulatory inspections and surveys, including those conducted by OSHA, The Joint Commission, and the New York State Department of Health.
Monitor compliance metrics and implement corrective action plans when needed.
Support employee onboarding, orientation, and continuing administrative staff education; participate in interviewing, hiring, onboarding, and training new employees.
Resolve employee and customer concerns using service recovery techniques and promote professionalism, respect, and accountability.
Coordinate facility-related issues with Engineering, Environmental Services, Real Estate, Environmental Health & Safety, and other support departments.
Build collaborative relationships with partner departments and clinical leadership to support workforce health initiatives.
Support payroll administration, staffing schedules, attendance monitoring, workforce planning, and appropriate staffing levels.
Lead quality improvement initiatives through workflow analysis, process standardization, performance metrics, and data-driven operational improvements.
Prepare operational reports, dashboards, leadership presentations, correspondence, analyses, and executive presentations.
Ensure accurate documentation in Epic, Cority, Workday, Microsoft Office applications, and other enterprise systems.
Maintain confidentiality when handling sensitive employee health and personnel information.
Provide operational leadership during high-demand periods such as new-hire onboarding, influenza vaccination campaigns, annual assessment initiatives, respirator fit testing, and emergency preparedness activities.
Coordinate departmental meetings, agendas, minutes, presentations, and leadership communications.
Assist with budget preparation, financial reporting, variance analysis, position control, overtime monitoring, and cost center management.
Analyze operational and financial data to identify trends, discrepancies, and opportunities for improvement.
Process purchase requisitions, invoices, travel reimbursements, and payment requests; support operational reporting and financial planning.
Maintain inventory controls for office, medical, and operational supplies.
Develop operational dashboards and performance reports; monitor departmental KPIs and recommend improvements based on analysis of operational, financial, compliance, and workforce data.
Perform additional operational projects and assignments as directed.