Administrative Supervisor

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Administrative Supervisor:
Montefiore is recognized nationally for clinical excellence and innovation. For over a century, we've been at the forefront of groundbreaking research, cutting-edge procedures, and patient-centered care. Our commitment to excellence has earned us top rankings in U.S. News & World Report. Join us and be part of a legacy that is redefining healthcare. At Montefiore, we invest in your career growth as much as you invest in ours. Together, we're not just delivering healthcare-we're setting new standards of care.

The Administrative Supervisor at Montefiore Medical Group serves as a key supervisory partner to the Office Manager in ensuring the seamless operation of non-clinical functions across assigned units. This role is responsible for overseeing administrative operations within a primary care setting, ensuring an optimal environment and exceptional internal customer service experience. The Administrative Supervisor coordinates regulatory compliance, payroll, scheduling, HR processes, staffing, budgetary and financial reporting, environmental standards, and inventory management in collaboration with the leadership team. This position plays a critical role in maintaining efficient workflows, supporting staff engagement, and ensuring all operational and regulatory standards are consistently met.

Responsibilities:
* Supervise non-clinical operations to support organizational goals and ensure efficient workflow in a primary care environment.
* Partner with the Office Manager to oversee daily administrative functions and staff performance.
* Coordinate regulatory compliance, including tracking staff licensure, certifications, and required training (e.g., BLS, OHS, performance appraisals).
* Maintain employee personnel files and conduct audits to ensure all regulatory standards are met.
* Create, manage, and reconcile staff schedules using Kronos; ensure appropriate staffing levels at all times.
* Coordinate staffing needs, including supplemental shifts, vacation tracking, and coverage for absences.
* Oversee environmental standards and inventory management to ensure a clean, safe, and compliant workplace.
* Assist with budget preparation, financial analysis, and reporting (e.g., variance reports, cost center allocation, overtime utilization).
* Analyze operational and financial data to identify trends, discrepancies, and improvement opportunities.
* Support HR processes including onboarding, terminations, transfers, discipline tracking, and personnel transactions.
* Serve as liaison with HR, Payroll, and B.I.S. for system support, payroll issues, and scheduling systems.
* Track and manage position requisitions and coordinate recruitment and hiring processes.
* Provide oversight and leadership to clerical staff, including Office Coordinators and Senior Clerks.
* Participate in staff evaluations and recommend disciplinary actions as needed.
* Plan and coordinate meetings, including agendas and minutes.
* Facilitate communication between administrative, clinical staff, and leadership teams.
* Contribute to quality improvement initiatives and monitor performance metrics.
* May be required to work varying hours, including evenings and weekends, to meet operational needs.
* Perform other duties as assigned by the Office Manager.

Requirements:
* Bachelor's Degree required.

4-6 years of related experience preferred.

* Background or exposure in fields such as Accounting, Finance, Business, Healthcare, or Hospitality Management preferred.
* Proficiency in Microsoft Office (Excel, Word, PowerPoint).
* Ability to learn and operate systems such as Outlook, SAP (Finance/HCM), Talent Management Systems, Kronos, CareCast, and other clinical systems.
Strong organizational, time management, and multitasking skills.
* Excellent customer service orientation.
* Ability to work independently and manage multiple priorities effectively.
* Experience with HR and financial processes preferred.
* OHS Fit Test and Annual Assessment required.

Shift: Monday to Friday 0930A - 0600P

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.

Montefiore Medical Center's advancement in the healthcare industry is also yours. Take your career to the next level by joining our trek to become the world's leading healthcare system.
We are an equal opportunity employer.