Administrative Supervisor

Montefiore Health System; New York (NY); On-site; USD 68,000 - 85,000; Full time

Job summary

Montefiore Medical Center in Bronx, NY seeks an administrative operations professional to develop and oversee a mix of departmental functions, supporting the AVP of Ambulatory Services. You will handle confidential paperwork, coordinate staffing, and provide coverage for managers as needed.

The role emphasizes regulatory compliance, scheduling, HR processes, budgeting, and hands-on environment/inventory duties, with day shifts Monday–Friday in a 8:00 AM–4:30 PM schedule, paying $68,000–$85,000

Qualifications

• High School Diploma or GED required; BS preferred.
• 4–6 years experience in a similar role.
• Exposure to accounting/finance/healthcare fields preferred.
• Microsoft Office proficiency (PowerPoint, Excel, Word).
• Familiar with Montefiore systems (Outlook, SAP Finance, SAP/HCM, Kronos, Care Cast).
• Strong time management and organizational skills.
• Customer service oriented; self-directed and autonomous.
• Fit Test and Annual Assessment for OHS.

Responsibilities

• Regulatory compliance tracking and staff scheduling.
• Maintain personnel files for regulatory needs.
• Ensure staff meet regulatory requirements.
• Schedule unit staff; manage Kronos; vacation grids.
• Maintain appropriate staffing levels.
• Environment and inventory upkeep to regulatory standards.
• Presentable, clean workspace meeting standards.
• Budgeting: assist in prep, analysis, reconciliation; manage metro card program; reimbursements and AP.
• HR processes: payroll, policy guidance, IT support, Workday; track requisitions.
• Coordinate all personnel activities: workflows, activations, terminations, transfers, Master Data reports.
• Manage discipline tracks; onboarding; meetings; calendar management; ordering supplies.
• Support regulatory personnel files and in-services; site/process improvements.
• Supervise, hire, monitor performance for front desk staff.
• Organize events/initiatives (flu shots, OHS, site visits).
• Other duties and projects as assigned.

Skills

Regulatory compliance

Staff scheduling

HR processes

Budget/finance

Staff management

Education

High School Diploma/GED

Bachelor's degree

Tools

Kronos

SAP

Workday

CareCast

Job description

Job Summary

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. Additional 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.

City/State

Bronx, New York

Grant Funded

Yes

Department

Psych Administration MBHC

Work Shift

Day

Work Days

MON-FRI

Scheduled Hours

8 AM-4:30 PM

Scheduled Daily Hours

7.5 HOURS

Pay Range

$68,000.00-$85,000.00

Essential Functions

• Regulatory Compliance 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 al deficiencies are rectified.
• Employee files are complete, current and all regulatory standards are met.
• Staff are current and up to date with all regulatory requirements to fulfill their job duties.
• Scheduling 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 in to Kronos. Reconcile all schedules daily Create and track vacation grids
• Ensure appropriate staffing levels are maintained at all times.
• Environment and Inventory 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
• Budgetary/Finance Meet with members of the leadership team, as well as the Operations Business Administrator Assist in budgetary/financial preparation, analysis and reconciliation. Variance, Position Control, Cost Center Allocation, Per Diem or OT Utilization, etc. 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 dues reimbursement and purchase acquisitions. Management of outside service process payment of bills through accounts payable.
• HR related processes Assist staff with questions related to Payroll ,HR, Policy Guidance, IT Support, Workday, etc. Track and manage all position requisitions though‑out 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 services 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.
• Administrative support 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
• Other duties as assigned, conducts various projects as requested.

Qualifications

• High School Diploma/ GED required , BS Required
• Four- six years experience in a similar role required
• Background and/or exposure in related fields (i.,, Accounting, Finance, business, Healthcare, Retail/Hospitality Management, etc.) Preferred
• 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
• Background and/or exposure in related fields. (i.e., Accounting Finance, business, Healthcare, Retail/Hospitality Management, etc.)
• 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

Montefiore Medical Center is an equal employment opportunity employer. Montefiore Medical Center will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.