Administrative Supervisor

Montefiore Hudson Valley Collaborative; New York (NY); On-site; USD 68,000 - 85,000; Full time

Job summary

Montefiore Medical Center seeks an experienced administrative professional to develop and manage department operations, support the AVP of Ambulatory Services, and handle confidential paperwork. The role covers scheduling, regulatory compliance, budgeting, and HR processes with coverage for department managers in their absence.

The position requires strong MS Office skills, 4–6 years of similar experience, and the ability to multi-task within a fast-paced healthcare environment.

Qualifications

• High School Diploma or GED required; BS required.
• Four to six years of experience in a similar administrative role.
• Background in accounting, finance, healthcare, or related fields.
• Proficient with Microsoft Office including PowerPoint, Excel, and Word.
• Ability to learn Montefiore's systems (Outlook, SAP Finance, SAP/HCM, Kronos, CareCast, etc.).
• Strong time management and organizational skills.
• Customer service oriented; self-directed and autonomous.

Responsibilities

• Track regulatory and educational competencies for staff using tracking tools.
• Maintain employee files for regulatory compliance and audit readiness.
• Create unit staff schedules and reconcile Kronos data daily.
• Manage environment, inventory and regulatory standards within the unit.
• Assist leadership with budgeting, data analysis, and purchase workflows.
• Coordinate HR processes and Workday workflows; handle position activations, terminations, and reports.
• Provide administrative support, plan meetings, and manage calendars for AVP.

Skills

Time management

Organizational skills

Customer service

Education

BS Required

Job description

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

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.

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 i n 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

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.

Since its inception in 1884, Montefiore’s mission has been to heal, to teach, to discover and advance the health of the communities we serve. Montefiore's state-of-the-art facilities include the internationally-recognized Children’s Hospital at Montefiore and our Notable Centers of Excellence – Montefiore Einstein Center for Cancer Care, Montefiore Einstein Center for Heart and Vascular Care, Montefiore Einstein Center for Transplantation. Combined with a growing number of locations for primary and specialty care throughout the Bronx and Westchester County, Montefiore is the ideal organization to apply and hone your expertise.

An assortment of insurance products and discount programs through Voluntary Benefits. Check out our comprehensive benefits available to you when you join our outstanding team!

To heal, to teach, to discover and to advance the health of the communities we serve. To be a premier academic medical center that transforms health and enriches lives.

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