Administrative Supervisor

Montefiore Health System•New York, NY

12d•$55,834 - $69,793•Onsite

About The Position

This position will develop, integrate, and assume responsibility for a combination of department administrative operations and functions to ensure a high quality operation. This position will provide support to the AVP of Ambulatory Services. Additionally, this position will be responsible for all requests from management, physicians, residents, departments, chairs, and department leadership. This position will be responsible for processing confidential paperwork and will provide coverage for the department managers in their absence.

Requirements

Bachelor Degree Required
Microsoft Office (i.e., Power Point, Excel, and Word)
Ability to learn and operate Montefiore's systems such as Outlook SAP Finance System SAP/HCM, Talent Management System, Kronos, Care cast, other clinical systems, etc.
Must have strong time management and organizational skills
Ability to multi-task is required.
Must be Customer Service oriented.
Must be self-directed and have the ability to work autonomously.
Fit Test - OHS
Annual Assessment - OHS

Nice To Haves

4-6 years experience preferred.
Background and/or exposure in related fields (i.e., Accounting, Finance, business, Healthcare, Retail/Hospitality Management, etc.) Preferred
Background and/or exposure in related fields. (i.e., Accounting Finance, business, Healthcare, Retail/Hospitality Management, etc.)

Responsibilities

Utilize tracking tools to track and schedule staff for required regulatory and educational competencies (i.e., Licensure, OHS, Performance Appraisal, BLS, etc.)
Maintain employee's personnel files for regulatory compliance purposes.
Conduct random regulatory audits and ensure all deficiencies are rectified.
Creates unit schedule for staff, calls staff in to work supplemental shifts, and assigns appropriate coverage for staffing deficiencies.
Ensures all appropriate schedule information is entered into Kronos.
Reconcile all schedules daily.
Create and track vacation grids.
Ensure appropriate staffing levels are maintained at all times.
Ensure the environment is maintained to regulatory standards; Address necessary issues pertaining to the unit (i.e., patients and public bathrooms, spills, cleanliness, equipment malfunctions, trouble shooting and overall environmental landscape).
Presentable, clean, and organized working environment that meets all regulatory standards.
Appropriate inventory levels.
Meet with members of the leadership team, as well as the Operations Business Administrator.
Assist in budgetary/financial preparation, analysis and reconciliation.
Analyze and manipulate data to identify trends, discrepancies, and operational/financial outliers.
Manages metro card program for facility.
Process and track check requests, travel and reimbursement, and purchase acquisitions.
Management of outside service process payment of bills through accounts payable.
Assist staff with questions related to Payroll, HR, Policy Guidance, IT Support, Workday, etc.
Track and manage all position requisitions throughout the Finance and HR process.
Coordinate all personnel activities of the department including: Track work flows (initiate/approvals/deadlines), position activations, terminations, transfers, Master Data Reports, and any additional requested reports.
Manage the discipline track for all associates.
Timely and efficient staffing and on-boarding processes.
Prepare and process Workday workflows and reports.
Support regulatory personnel files and in-service managers.
TJC sweeps for building to document deficiencies for department to correct.
Supervise, hire, monitor and manage performance for front desk associates.
Organize events and initiatives with entire facility such as flu shots, OHS and site visitor events.
Plan and coordinate meetings, meeting agendas, and meeting minutes.
Phone Triage and Calendar Management for AVP, preparation of documents and meeting notes, documentation tracking.
Order supplies as needed.
Conducts various projects as requested.