Administrative Supervisor (JR232893)

ViziRecruiter,LLC.; New York (NY); On-site; USD 68,000 - 90,000; Full time

Job summary

Montefiore Medical Center seeks an Administrative Operations professional to develop and manage department operations, provide support to the AVP of Ambulatory Services, and handle confidential paperwork and cross-functional requests. S/he will cover department managers in their absence, ensuring regulatory compliance and efficient scheduling.

Responsibilities span regulatory audits, staffing, environment/inventory, budget analysis, HR processes, and executive support, requiring strong

Qualifications

• High School Diploma or GED required; BS preferred.
• 4–6 years in a similar role.
• Proficiency with Microsoft Office.
• Ability to learn Montefiore systems (Outlook, SAP, HCM, Kronos, CareCast).
• Strong time management and organizational skills.
• Ability to multitask; customer service oriented; autonomous.
• Fit Test and Annual Assessment – OHS.

Responsibilities

• Regulatory Compliance: track staff for regulatory and educational competencies.
• Maintain personnel files for regulatory compliance.
• Conduct random regulatory audits and rectify deficiencies.
• Scheduling: create unit schedules, call staff in for shifts, ensure Kronos data is accurate.
• Create and track vacation grids; maintain staffing levels.
• Environment and Inventory: keep unit environment compliant and address issues.
• Budgetary/Finance: collaborate on budget prep, analysis, and reconciliation; analyze data for trends; manage metro card program; process reimbursements.
• HR-related Processes: assist Payroll/HR/IT; track requisitions; manage workflows; supervise front desk staff.
• Administrative Support: plan meetings, manage calendars, prepare documents, order supplies.

Skills

Time management

Organizational skills

Customer service oriented

Multi-tasking

Microsoft Office

Workday familiarity

Kronos familiarity

SAP/HCM familiarity

Education

BS or higher

High School Diploma/GED

Tools

Outlook

SAP Finance System

SAP/HCM

Kronos

Care Cast

Office 365

Job description

Introduction

To heal, to teach, to discover and to advance the health of the communities we serve.

To learn more about the “Montefiore Difference” – who we are at Montefiore and all that we have to offer our associates, please click here.

Overview

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. Additionally, 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.

Responsibilities

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, andoperational/financialoutliers. 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 workflows(initiate/approvals/deadlines), positionactivations, 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.

Requirements

• High School Diploma/GED required, BS Required.
• Four to six years' experience in a similar role required.
• Background and/or exposure in related fields (i.e., Accounting, Finance, business, Healthcare, Retail/Hospitality Management, etc.) Preferred.
• Microsoft Office (i.e., PowerPoint, 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.