Administrative Supervisor (JR229036)

ViziRecruiter,LLC.; City of Yonkers (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

ViziRecruiter, LLC. in Yonkers, NY is hiring for a role focusing on staff scheduling, regulatory compliance, and operational support. Key responsibilities include maintaining personnel files, conducting audits, coordinating activities, and assisting financial preparations. Candidates should possess a Bachelor's degree and proficiency in Microsoft Office. Strong organizational skills and customer service orientation are essential. This position offers a Monday to Friday schedule from 8:30 AM to 5:00 PM, with opportunities for lateral transfers after one year of service.

Qualifications

• Bachelor's degree required in relevant fields.
• Exposure to Accounting, Finance, Business, Healthcare, or Retail/Hospitality Management preferred.
• Ability to learn and operate Montefiore systems.

Responsibilities

• Utilize tracking tools to schedule staff for competencies.
• Conduct random audits to maintain compliance.
• Assist with onboarding and terminations.

Skills

Microsoft Office proficiency

Organizational skills

Time management

Customer service orientation

Education

Bachelor's Degree

Tools

Kronos

SAP Finance/HCM

CareCast

Job description

Responsibilities

• Utilize tracking tools to schedule staff for required regulatory and educational competencies (e.g., Licensure, OHS, Performance Appraisal, BLS).
• Maintain employee personnel files for regulatory compliance purposes to ensure files are complete and current.
• Conduct random regulatory audits and ensure all deficiencies are rectified so that staff remain up to date with all job requirements.
• Create unit schedules for staff, call staff in for supplemental shifts, and assign appropriate coverage for staffing deficiencies.
• Ensure all schedule information is entered into Kronos and reconcile all schedules daily.
• Create and track vacation grids to ensure appropriate staffing levels are maintained at all times.
• Maintain a presentable, organized working environment and ensure appropriate inventory levels.
• Assist in budgetary/financial preparation, analysis, and reconciliation in collaboration with the Office Manager and leadership team.
• Maintain data and run weekly/monthly reports (Budget Variance, Position Control, Cost Center Allocation, Per Diem/OT Utilization).
• Analyze and manipulate data to identify trends, discrepancies, and operational outliers.
• Assist with onboarding, terminations, transfers, and the discipline track for all associates.
• Coordinate personnel activities including position activations, Master Data Reports, and workflow tracking (approvals/deadlines).
• Provide oversight to Office Coordinators and Senior Clerks; participate in recruitment, hiring, work review, and annual evaluations of clerical staff.
• Serve as a liaison with B.I.S., HR, and Payroll regarding Kronos issues, pay adjustments, and system support.
• Plan and coordinate meetings, including agendas and minutes.
• Perform other duties as assigned by the Office Manager.

Requirements

• Bachelor’s Degree required.
• Background or exposure in fields such as Accounting, Finance, Business, Healthcare, or Retail/Hospitality Management preferred.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint). Ability to learn and operate Montefiore systems (Outlook, SAP Finance/HCM, Talent Management, Kronos, CareCast, and other clinical systems).
• Strong organizational, time management, and multitasking skills. Must be customer service oriented, self-directed, and able to work autonomously.
• Must be able to float to various practice locations.

Shift: Monday to Friday 0830A – 0500P

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 within their department provided such movement will not unreasonably reduce the operational efficiency of that department. Probationary period is six (6) months for full-time employees, and four (4) months for part-time employees who works more than 3/5 of the normal workweek.