Administrative Supervisor

2010 Montefiore New Rochelle Hospital; United States; On-site; USD 68,000 - 85,000; Full time

Benefits offered by this job

Medical insurance (dental & vision)

Flexible spending accounts

Paid time off

Life and disability insurance

Employee assistance program

403(b) plan

Employee discounts

Job summary

Montefiore New Rochelle Hospital in New Rochelle, NY, is seeking an experienced administrative professional to develop and oversee a mix of department operations. The role supports the AVP of Ambulatory Services, handles confidential paperwork, and covers department managers in their absence.

Key duties include regulatory compliance tracking, staff scheduling in Kronos, environment and inventory oversight, and budgetary/financial analysis.

Qualifications

• BS Required 4-6 years Background and/or exposure in related fields (i.e., Accounting, Finance, business, Healthcare, Retail/Hospitality Management, etc.)
• Preferred Microsoft Office (PowerPoint, Excel, Word)
• Ability to learn Montefiore's systems such as Outlook, SAP Finance System, SAP/HCM, Talent Management System, Kronos, Carecast, other clinical systems
• 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 New Rochelle Hospital is an equal employment opportunity employer. Montefiore New Rochelle Hospital 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.

Responsibilities

• Track and schedule staff for regulatory and educational competencies (Licensure, OHS, Performance Appraisal, BLS, etc.)
• Maintain staff personnel files for regulatory compliance
• Conduct random regulatory audits and rectify deficiencies
• Create unit staff schedules and reconcile in Kronos
• Enter and reconcile scheduling information; maintain vacation grids
• Budgetary/financial preparation, analysis and reconciliation with leadership
• Prepare Workday workflows and reports; manage accounts payable processes
• Supervise front desk staff and manage performance; support regulatory personnel interviews and training
• Organize events and initiatives for the site, such as flu shots and site visits
• Plan meetings, agendas, minutes, and calendar management for AVP of Ambulatory Services

Skills

Regulatory compliance

Scheduling

Budgeting/Finance

HR processes

Administrative support

Time management

Customer service

Multi-tasking

Autonomy

Education

BS required

Tools

Kronos

Workday

Outlook

SAP Finance

SAP/HCM

CareCast

Job description

City/State: New Rochelle, New York

Grant Funded: No Department: MNR Clinic Administration Work Shift: Day Work Days: MON-FRI, VARIED HOURS Scheduled Hours: Day Scheduled Daily Hours: 7.5 HOURS

Pay Range: $68,000.00-$85,000.00

Job Summary

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 all 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 through-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

• BS Required 4-6 years 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 New Rochelle Hospital is an equal employment opportunity employer. Montefiore New Rochelle Hospital 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.

Company Culture and Benefits

Montefiore New Rochelle is part of Montefiore Health System, a premier academic medical center and the University Hospital for the Albert Einstein College of Medicine. Our mission is to heal, to teach, to discover and to advance the health of the communities we serve. Our vision is to be a premier academic medical center that transforms health and enriches lives. Those who work here are driven by a passion to serve and a desire to provide excellent care to all.

We apply our standard of excellence to all that we do, including our benefits.

• Medical insurance, including prescription plan, dental and vision


• Flexible spending accounts


• Paid time off for illness, vacation and holidays


• Life, accident and business travel insurance


• Employee assistance program (EAP)


• Disability benefits to protect your income


• Tax Deferred Annuity 403(b)


• Employees also have access to an assortment of insurance products and discount programs through Voluntary Benefits.

Click here to see the comprehensive benefits available to those who join our outstanding team.

Through this link, you can find detailed benefits plan information, including rates, for non-union associates, NYSNA RNs and house staff. (1199 Union Benefits information is shared at their member benefits orientation upon hire.)

Our aim is to develop and retain talent so that every associate can thrive and contribute authentically with opportunities for career growth throughout their career journey. When you join us, your journey will begin with a formal orientation, including specialized clinical orientations and in-house training. The Montefiore Learning Network provides programs and resources to support staff in their work and career. Associates benefit from formal classes, new associate and leader orientations, new equipment orientations, management development programs, e-learning opportunities and many more career development initiatives.