Administrative Supervisor

Montefiore Health System; Titusville (FL); On-site; USD 68,000 - 85,000; Full time

Job summary

Montefiore Health System in Bronx, NY seeks an experienced administrative operations professional to support Ambulatory Services. You will manage regulatory compliance, staff scheduling, budgeting, and HR workflows, while covering managers in their absence. Strong organizational and customer service skills are required.

The role entails collaborating with leadership, maintaining confidential records, and coordinating events and training across the department to ensure efficient operations.

Qualifications

• High School Diploma or GED required; BS degree required.
• Four to six years of experience in a similar role.
• Background in Accounting/Finance, Healthcare or related fields preferred.
• Proficient with Microsoft Office (PowerPoint, Excel, Word).
• Ability to learn Montefiore systems (Outlook, SAP, Kronos, CareCast, Workday).
• Strong time management and organizational skills; customer service oriented.

Responsibilities

• Develop and integrate department administrative operations.
• Support the AVP of Ambulatory Services and leadership.
• Process confidential paperwork and cover department managers when absent.
• Schedule staff, track Kronos schedules, and maintain vacation grids.
• Maintain regulatory compliance files and perform audits.
• Assist in budgetary/financial preparation, analysis and reconciliation.
• Coordinate HR processes and Workday workflows.
• Supervise, hire, and monitor front desk associates.
• Organize events and initiatives for the facility.

Skills

Regulatory compliance

Scheduling

Budgeting

HR processes

Staff supervision

Event planning

Meeting coordination

Time management

Customer service

Organizational skills

Education

High School Diploma/GED

BS degree required

Tools

Outlook

SAP Finance System

SAP/HCM

Kronos

Workday

Care Cast

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 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.