Administrative Supervisor

montefiore; New York (NY); On-site; USD 56,000 - 70,000; Full time

Job summary

Montefiore Medical Group seeks an Administrative Supervisor for the School Health Program to oversee non-clinical operations and ensure smooth daily administration.

Reporting to the Office Manager, you will supervise clerical staff, coordinate staffing, regulatory compliance, scheduling, and HR processes during the school-year cycle at Moses Campus in Bronx.

Qualifications

• High School Diploma required; Bachelors preferred.
• 4-6 years of related experience preferred.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Ability to learn and operate systems such as Outlook, SAP (Finance/HCM), Talent Management Systems, Kronos, CareCast, and other clinical systems.

Responsibilities

• Supervise non-clinical operations to support organizational goals and ensure efficient workflow in a primary care environment.
• Partner with the Office Manager to oversee daily administrative functions and staff performance.
• Coordinate regulatory compliance, including tracking staff licensure, certifications, and required training.

Skills

Customer service

Time management

Multitasking

Organizational skills

Education

High School Diploma

Bachelor's degree

Tools

Microsoft Office

Outlook

Kronos

SAP (Finance/HCM)

CareCast

Job description

City/State: Bronx, New York

Grant Funded: Yes

Department: MMG - School Health Admin And OPS

Work Shift: Day Work Shift

MON-FRI

Scheduled Hours: 8 AM-4:30 PM

Scheduled Daily Hours: 7.5 HOURS

Pay Range: $56,000.00-$70,000.00

Administrative Supervisor Montefiore School Health Program - MSHP AWS

Alternate Work Schedule - This position operates from September through June while school is in session

Montefiore is recognized nationally for clinical excellence and innovation. For over a century, we've been at the forefront of groundbreaking research, cutting-edge procedures, and patient-centered care. Our commitment to excellence has earned us top rankings in U.S. News & World Report. Join us and be part of a legacy that is redefining healthcare. At Montefiore, we invest in your career growth as much as you invest in ours. Together, we're not just delivering healthcare-we're setting new standards of care.

The Administrative Supervisor at Montefiore Medical Group serves as a key supervisory partner to the Office Manager in running the organization and ensuring the seamless operation of non-clinical functions. This role is responsible for supervising operations smoothly and efficiently, ensuring an optimal environment and exceptional internal customer service experiences.

The Administrative Supervisor coordinates and maintains regulatory compliance, payroll, scheduling, HR and staffing needs, budgetary/financial analysis and reporting, environmental needs, and inventory management for all assigned units on the Moses Campus in conjunction with the leadership team.

Responsibilities

• Supervise non-clinical operations to support organizational goals and ensure efficient workflow in a primary care environment.
• Partner with the Office Manager to oversee daily administrative functions and staff performance.
• Coordinate regulatory compliance, including tracking staff licensure, certifications, and required training (e.g., BLS, OHS, performance appraisals).
• Maintain employee personnel files and conduct audits to ensure all regulatory standards are met.
• Create, manage, and reconcile staff schedules using Kronos; ensure appropriate staffing levels at all times.
• Coordinate staffing needs, including supplemental shifts, vacation tracking, and coverage for absences.
• Oversee environmental standards and inventory management to ensure a clean, safe, and compliant workplace.
• Assist with budget preparation, financial analysis, and reporting (e.g., variance reports, cost center allocation, overtime utilization).
• Analyze operational and financial data to identify trends, discrepancies, and improvement opportunities.
• Support HR processes including onboarding, terminations, transfers, discipline tracking, and personnel transactions.
• Serve as liaison with HR, Payroll, and B.I.S. for system support, payroll issues, and scheduling systems.
• Track and manage position requisitions and coordinate recruitment and hiring processes.
• Provide oversight and leadership to clerical staff, including Office Coordinators and Senior Clerks.
• Participate in staff evaluations and recommend disciplinary actions as needed.
• Plan and coordinate meetings, including agendas and minutes.
• Facilitate communication between administrative, clinical staff, and leadership teams.
• Contribute to quality improvement initiatives and monitor performance metrics.
• May be required to work varying hours, including evenings and weekends, to meet operational needs.
• Perform other duties as assigned by the Office Manager.

Requirements

• High School Diploma required; Bachelors preferred
• 4-6 years of related experience preferred
• Must complete fingerprinting for Department of Education (DOE) and Justice Center Security Clearance
• Background or exposure in fields such as Accounting, Finance, Business, Healthcare, or Hospitality Management preferred.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Ability to learn and operate systems such as Outlook, SAP (Finance/HCM), Talent Management Systems, Kronos, CareCast, and other clinical systems.
• Strong organizational, time management, and multitasking skills
• Excellent customer service orientation
• Ability to work independently and manage multiple priorities effectively
• Experience with HR and financial processes preferred
• OHS Fit Test and Annual Assessment required.

Shift Monday to Friday 0800A - 0430P

Alternate Work Schedule: Enjoy 6 weeks off in the summer! This position operates from September through June while school is in session

Associates are eligible to apply for a lateral transfer after completion of one (1) year of service in their present position, with the following exception: an Associate who has received a written warning is not eligible for a transfer/promotion prior to six (6) months from date of issuance; an Associate who has been suspended is not eligible for transfer/promotion prior to one (1) year from date of suspension. Part-time Associates who have completed their probationary period can move to full-time vacancies