Administrative Support Supervisor-TH12W, TH13, TH8 (FCS, L&D, Antepartum)-Day Shift (35 Hours)

NYU Langone Health; New York (NY); On-site; USD 58,000 - 85,000; Full time

Job summary

NYU Langone Health is seeking an Administrative Support Supervisor to oversee clerical staff and provide essential administrative support. This role involves managing projects, ensuring compliance, and facilitating effective communication within the department. The ideal candidate will have strong organizational skills, a background in healthcare administration, and the ability to thrive in a fast-paced environment. Join a leading health system committed to quality and patient care.

Benefits

Comprehensive benefits and wellness package

Generous time-off program

Employee resource groups for peer support

Holistic employee wellness program

Qualifications

• At least two years of experience in office operations and project coordination.
• Team-oriented with excellent project management skills.
• Ability to multitask and work under pressure.

Responsibilities

• Supervises clerical support staff and provides administrative support.
• Manages complex time reporting and payroll transactions.
• Acts as project manager for various departmental initiatives.

Skills

Project Management

Organizational Skills

Communication

Problem-Solving

Customer Service

Education

Bachelor's degree in public health

Bachelor's degree in business administration

Bachelor's degree in healthcare administration

Bachelor's degree in communications

Tools

MS Word

MS Excel

MS PowerPoint

Job description

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. Vizient Inc. has ranked NYU Langone the No. 1 comprehensive academic medical center in the country for three years in a row, and U.S. News & World Report recently placed nine of its clinical specialties among the top five in the nation. NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition-free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.

For more information, go to NYU Langone Health, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a Administrative Support Supervisor-TH12W, TH13, TH8 (FCS, L&D, Antepartum)-Day Shift (35 Hours).

In this role, the successful candidate The Nursing Admin Support Supervisor reports directly to the Nurse Manager and is responsible for supervising clerical support staff, providing administrative support to all nursing staff and coordinating a variety of projects. The Supervisor works with internal and external parties to provide administrative support to meet objectives that are necessary to initiate and track projects, ensure time keeping for employees is up to date and accurate.

Job Responsibilities:

• Assist with special projects as assigned.
• Supervises staff with responsibility for all personnel related activities, with the authority to hire, evaluate, discipline and terminate. Delegates assignments efficiently and monitors them through completion, defining expected outcomes and time parameters to employee. Allocates resources appropriately so that task can be accomplished in a timely manner. Distributes assignments equitably and allocates resources appropriately. Establishes unit administrative procedures to be followed on on-going basis.
• Evaluates staff performance, approaching the performance review process constructively and conducts it in accordance with Human Resources and departmental guidelines and procedures. Offers continuing guidance and assistance to employees on work activities, procedures and performance-related issues as appropriate. Ensures leadership is kept aware of performance of each employee on an ongoing basis. Addresses any performance related issues promptly.
• Provides administrative and project support, develops unit related policies, procedures, and systems which ensures productive and efficient administrative operations, and improvement of the unit's workflow. Maintains a portfolio of projects and exercises judgment to assist in the planning, preparation, organization, analyzing, coordination, and delivery of projects and department specific programs and initiatives. Works with internal and external parties to organize the various components of the project(s).
• Acts as the unit project manager, including planning and creating timelines, identifying milestones and documenting project progress. Compiles and organizes data and notes. Manages project plan independently with the authority to hold project participants accountable for project deliverables, and identifying and taking action to eliminate risk. Apprises leadership of project status timely.
• Develops efficient tracking system that ensures adherence to regular and ongoing compliance, education and training requirements of the unit. Creates and maintains master educational roster, tracks enrollment, attendance and sends reminders to staff to ensure compliance. Ensures corrective action is taken for non-compliant staff as needed. Manages employee enrollment/rescheduling of classes etc. in iDevelop. Researches and suggests new learning opportunities to enhance the performance of the unit.
• Manages administrative compliance activities for the unit. Maintains and audits all regulatory documents and files to ensure they meet compliance standards. Organizes the information efficiently and logically for easy retrieval, and ensures regulatory audit readiness at all times. Develops tracking system to ensure updated documents are provided and stored timely and properly. Follows up with individuals/departments to obtain necessary documents. Exhibits an in-depth knowledge of the regulatory requirements of the units and how it pertains to compliance.
• Manages, initiates, monitors and as needed troubleshoots HR/Payroll transactions in appropriate systems (Kronos, MSS, etc.). Assists management with creation of new positions, including writing draft job description, running and analyzing reports and presents findings/trends on various position/personnel issues from MSS.
• Compiles and prepares reports based on information readily available, extracts information pertinent to applicable units, verifies information, determines report format and summarize findings independently. Research problems, issues and concerns and responds to requests for information related to data.
• Prepares a variety of original communications, reports, charts, and written documents for leadership that details findings which may be highly sensitive and confidential in nature.
• Organizes and facilitates meetings, conferences, and other special events, identifies needed resources and arranging for required support (i.e. Technical, A/V, etc.). Organize logistic arrangements, including negotiating rates with vendors, coordinate itineraries and meeting materials as needed. Maintains and disseminates process documentation to participants and updates project plans accordingly.
• Manages complex time reporting, including preparing master time report for leadership approval. Researches any discrepancies and resolves pay and time-entry issues before presenting for approval. Reviews and monitors all changes for accuracy. Ensures accuracy of payroll data including data related to new hires, terminations, transfers and rate changes. Researches and resolves questions from staff related to the processing of payroll information such as accruals, overtime and issues related to payroll. Acts as units designee for participation in payroll/timekeeping administration and policy committees.
• Collaborates with various NYUMC departments including but not limited to clinical engineering and logistics to obtain quotes from vendor. Exercise judgment as it relates to fiscal responsibilities, reviewing provided quotes before presenting to leadership for consideration. Ensures quote is forwarded to the appropriate parties for approval, prepares, processes and tracks all purchases and supplies for the unit.

Minimum Qualifications:
To qualify you must have a A Bachelor's degree in public health, business administration, healthcare administration, communications, or related field. At least two years of previous experience in administering office operations and project coordination required, preferably in a healthcare setting.Team-oriented, with excellent project management, organizational, and time-management skills. Proficient in the use of MS Word, MS Excel, MS PowerPoint software; knowledge of internet applications. Must be creative, innovative, and detail-oriented and be able to apply the same level of effort into all assignments, regardless of scope. Ability to multitask, and to work successfully under pressure in a fast-paced environment; should be able to handle changing priorities quickly. Effective oral, written, communication, and customer service skills. Ability to interpret and implement policies and procedures, and to effectively communicate this information to a diverse population, in a comprehensive manner. Exceptional problem-solving and planning skills in working with colleagues, leaders, and administrators. Ability to exercise excellent judgment, and to assume responsibility for decision, consequences, and results. Self-motivated and results oriented.

Preferred Qualifications:
Supervisory experience preferred. Master's degree is preferred. Experience working in large, complex organizations is a plus. Excellent interpersonal skills preferred.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Langone Health is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View NYU Langone Health's Equal Employment Opportunity (EEO) policy, Know Your Rights: Workplace discrimination is illegal.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $58,500.00 - $84,800.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here