Administrative Supervisor

City/State:

New Rochelle, New York

Grant Funded:

No

Department:

Office Of The VP EX Dir New ROCH HM Care

Work Shift:

Day

Work Days:

MON-FRI

Scheduled Hours:

8:30 AM-5 PM

Scheduled Daily Hours:

7.5 HOURS

Pay Range:

$60,282.30-$75,352.88

Job Summary

Serve as Supervisory partner to the Office Manager in running the organization. Supervise non-clinical operations in the organization smoothly and efficiently, ensuring optimal environment and internal customer service experience (s). Coordinate and maintain the following regulatory compliance, payroll, scheduling, HR &staffing needs, budgetary/financial analysis and reporting, environmental needs, and inventory management for all assigned units on the Moses campus in conjunction with the leadership team. Assist with on-boarding, termination and disciplines within the institution. Depending on the circumstances or particular work project, this position may be occasionally expected to work hours varying hours and shifts, including evenings and weekends to provide coverage or meet deadlines.

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 Office Manager Assist in budgetary/financial preparation, analysis and reconciliation. Responsible for data maintenance and running of weekly/monthly reports such as Budget Variance, Position Control, Cost Center Allocation, Per Diem or OT Utilization, etc. Analyze and manipulate data to identify trends, discrepancies, and operational/financial outliers. * Consistent, timely, and accurate budgetary/financial report preparation and analysis. * To make changes managers wants on their T.O to manage the budget correctly. * To verify the numbers of FTE available for their units. * Create new budgeted/unfunded requisition that meets their approval and approved VP before posting
• HR related processes Assist staff with questions related to Payroll ,HR, Policy Guidance, T Support, Talent Management tc. 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 * Prompt and accurate SAP transaction processing on both the Finance and HR Side * Proactive managerial support to Office manager/Nursing Resource Center in all staff related issues, processes training, etc.
• Serves as liaison with B.l.S, Human Resources and Payroll Department * Contact B.I.S when they are questions and or issues regarding Kronos * Contact main payroll Dept regarding checks and adjustment
• Oversight to clerical function Provides oversight to Office Coordinator and Seniors Clerks on day-to-day activities; Participates in the recruitment and hiring of clerical staff, reviews the work of such staff; assists in the annual evaluation of such staff and effectively recommends discipline of such staff. * Fair and consistent management of non-clinical staff Engaged, motivated, competent work force
• Administrative support Plan and coordinate meetings, meeting agendas ,and meeting minutes.
• Other duties as assigned by the Office Manager

Qualifications

• 4-6 years Other duties as assigned by the Office Manager Preferred
• 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.
• OHS Fit Test
OHS Annual Assessment

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.