Administrative Supervisor

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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