Administrative Support Supervisor-LOC 38th St-Day Shift (35 Hours)

NYU Langone Health • New York, NY

10h • $66,300 - $84,000

About The Position

The Administrative Support Supervisor reports directly to the Nurse Manager and supervises clerical support staff while providing administrative support to nursing staff and coordinating projects. The role works with internal and external parties to meet unit objectives, initiate and track projects, and ensure employee timekeeping is accurate and up to date. The position also oversees personnel activities, project and workflow administration, compliance and training tracking, HR and payroll transactions, reporting, meeting logistics, time reporting, and purchasing activities.

Requirements

• Bachelor's degree in public health, business administration, healthcare administration, communications, or a related field.
• At least two years of experience administering office operations and coordinating projects; healthcare setting preferred.
• Proficiency in MS Word, MS Excel, and MS PowerPoint, and knowledge of internet applications.
• Excellent project management, organizational, and time-management skills.
• Ability to multitask, work successfully under pressure in a fast-paced environment, and adapt quickly to changing priorities.
• Effective oral and written communication and customer service skills; ability to communicate policies and procedures comprehensively to a diverse population.
• Strong problem-solving and planning skills when working with colleagues, leaders, and administrators.
• Ability to exercise sound judgment and take responsibility for decisions and results.
• Self-motivated, results-oriented, creative, innovative, and detail-oriented; able to apply consistent effort across assignments.
• Ability to communicate effectively with all levels of the organization.

Nice To Haves

• Supervisory experience.
• Master's degree.
• Experience working in large, complex organizations.
• Excellent interpersonal skills.

Responsibilities

• Assist with special projects as assigned.
• Supervise clerical support staff, including hiring, evaluating, disciplining, and terminating employees; delegate and monitor assignments, allocate resources, establish administrative procedures, and address performance issues.
• Provide administrative and project support; develop unit policies, procedures, and systems; maintain a project portfolio; and coordinate project components with internal and external parties.
• Plan and manage projects, including timelines, milestones, progress documentation, risk mitigation, accountability for deliverables, and timely status updates to leadership.
• Develop and maintain tracking systems for unit compliance, education, and training requirements; maintain educational rosters, track enrollment and attendance, send reminders, arrange class enrollment or rescheduling, and follow up on noncompliance.
• Manage administrative compliance activities, maintain and audit regulatory documents and files, organize materials for retrieval and audit readiness, and follow up to obtain required documents.
• Initiate, monitor, and troubleshoot HR and payroll transactions in systems such as Kronos and MSS; assist with creating positions, drafting job descriptions, analyzing reports, and presenting findings on personnel issues.
• Prepare reports by gathering and verifying information, selecting report formats, summarizing findings, researching issues, and responding to requests for data.
• Prepare communications, reports, charts, and other documents for leadership, including sensitive and confidential materials.
• Organize and facilitate meetings, conferences, and special events; arrange resources and logistics, coordinate vendors and itineraries, prepare meeting materials, and maintain process documentation and project plans.
• Manage complex time reporting, prepare master time reports, investigate discrepancies, resolve pay and time-entry issues, verify payroll data and changes, respond to staff payroll questions, and represent the unit on payroll and timekeeping committees.
• Coordinate with NYUMC departments and vendors to obtain quotes, review quotes, route them for approval, and prepare, process, and track unit purchases and supplies.

Benefits

• Comprehensive benefits and wellness package.
• Financial security benefits.
• Generous time-off program.
• Employee resource groups for peer support.
• Employee wellness program covering physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager