Nurse Manager Administrative Support Supervisor

NYU Langone Health•Patchogue, NY

12h

About The Position

In this role, the successful candidate reporting directly to the Manager of Nursing Operations & Logistics, responsible for supervising clerical support staff, providing administrative support to the Nurse Manager and coordinating a variety of projects. Works with internal and external parties to provide administrative support to meet objectives that are necessary to initiate and track projects, ensure timekeeping for employees is up to date and accurate.

Requirements

Bachelor's degree in public health, business administration, healthcare administration, communications, or related field.
At least 2 years of experience in administering office operations and project coordination required, preferably in a healthcare setting.
Supervisory experience required. Team-oriented, with excellent project management, organizational, and time-management skills.
Proficient in the use of MS Word, MS Excel, MS PowerPoint software; knowledge of internet applications. Must be creative, innovative, and detail-oriented and be able to apply the same level of effort into all assignments, regardless of scope.
Ability to multitask, and to work successfully under pressure in a fast-paced environment; should be able to handle changing priorities quickly. Effective oral, written, communication, and customer service skills.
Ability to interpret and implement policies and procedures, and to effectively communicate this information to a diverse population, in a comprehensive manner. Exceptional problem-solving and planning skills in working with colleagues, leaders, and administrators. Ability to exercise excellent judgment, and to assume responsibility for decision, consequences, and results.
Self-motivated and results oriented.

Nice To Haves

Master's degree.
Experience working in large, complex organizations is a plus.
Excellent interpersonal skills.

Responsibilities

Manages, initiates, monitors and as needed troubleshoots HR/Payroll transactions in appropriate systems (Kronos, MSS, etc.). Assists management with creation of new positions, including writing draft job description, running and analyzing reports and presents findings/trends on various position/personnel issues from MSS.
Manages complex time reporting, including preparing master time report for leadership approval. Researches any discrepancies and resolves pay and time-entry issues before presenting for approval. Reviews and monitors all changes for accuracy. Ensures accuracy of payroll data including data related to new hires, terminations, transfers and rate changes. Researches and resolves questions from staff related to the processing of payroll information such as accruals, overtime and issues related to payroll. Acts as units designee for participation in payroll/timekeeping administration and policy committees.
Compiles and prepares reports based on information readily available, extracts information pertinent to applicable units, verifies information, determines report format and summarize findings independently. Research problems, issues and concerns and responds to requests for information related to data.
Prepares a variety of original communications, reports, charts, and written documents for leadership that details findings which may be highly sensitive and confidential in nature.
Acts as the unit project manager, including planning and creating timelines, identifying milestones and documenting project progress. Compiles and organizes data and notes. Manages project plan independently with the authority to hold project participants accountable for project deliverables, and identifying and taking action to eliminate risk. Apprises leadership of project status timely.
Provides administrative and project support, develops unit related policies, procedures, and systems which ensures productive and efficient administrative operations, and improvement of the unit's workflow. Maintains a portfolio of projects and exercises judgment to assist in the planning, preparation, organization, analyzing, coordination, and delivery of projects and department specific programs and initiatives. Works with internal and external parties to organize the various components.
Manages administrative compliance activities for the unit. Maintains and audits all regulatory documents and files to ensure they meet compliance standards. Organizes the information efficiently and logically for easy retrieval, and ensures regulatory audit readiness at all times. Develops tracking system to ensure updated documents are provided and stored timely and properly. Follows up with individuals/departments to obtain necessary documents. Exhibits an in-depth knowledge of the regulatory requirements of the units and how it pertains to compliance.
Develops efficient tracking system that ensures adherence to regular and ongoing compliance, education and training requirements of the unit. Creates and maintains master educational roster, tracks enrollment, attendance and sends reminders to staff to ensure compliance. Ensures corrective action is taken for non-compliant staff as needed. Manages employee enrollment/rescheduling of classes etc. in iDevelop. Researches and suggests new learning opportunities to enhance the performance.
Collaborates with various departments including but not limited to clinical engineering and logistics to obtain quotes from vendor. Exercise judgment as it relates to fiscal responsibilities, reviewing provided quotes before presenting to leadership for consideration. Ensures quote is forwarded to the appropriate parties for approval, prepares, processes and tracks all purchases and supplies for the unit.
Assists with special projects as assigned.
Performs other duties as assigned.