Administrative Supervisor

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Administrative Supervisor: MMG Administration
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 running the organization and ensuring the seamless operation of non-clinical functions. This role is responsible for supervising operations smoothly and efficiently, ensuring an optimal environment and exceptional internal customer service experiences.

The Administrative Supervisor coordinates and maintains regulatory compliance, payroll, scheduling, HR and 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. Please note: This position requires floating to various practice locations as needed.

Responsibilities:
* Utilize tracking tools to schedule staff for required regulatory and educational competencies (e.g., Licensure, OHS, Performance Appraisal, BLS).
* Maintain employee personnel files for regulatory compliance purposes to ensure files are complete and current.
* Conduct random regulatory audits and ensure all deficiencies are rectified so that staff remain up to date with all job requirements.
* Create unit schedules for staff, call staff in for supplemental shifts, and assign appropriate coverage for staffing deficiencies.
* Ensure all schedule information is entered into Kronos and reconcile all schedules daily.
* Create and track vacation grids to ensure appropriate staffing levels are maintained at all times.
* Maintain a presentable, organized working environment and ensure appropriate inventory levels.
* Assist in budgetary/financial preparation, analysis, and reconciliation in collaboration with the Office Manager and leadership team.
* Maintain data and run weekly/monthly reports (Budget Variance, Position Control, Cost Center Allocation, Per Diem/OT Utilization).
* Analyze and manipulate data to identify trends, discrepancies, and operational outliers.
* Assist with onboarding, terminations, transfers, and the discipline track for all associates.
* Coordinate personnel activities including position activations, Master Data Reports, and workflow tracking (approvals/deadlines).
* Provide oversight to Office Coordinators and Senior Clerks; participate in recruitment, hiring, work review, and annual evaluations of clerical staff.
* Serve as a liaison with B.I.S., HR, and Payroll regarding Kronos issues, pay adjustments, and system support.
* Plan and coordinate meetings, including agendas and minutes.
* Perform other duties as assigned by the Office Manager.

Requirements:
* Bachelor's Degree required.
* Background or exposure in fields such as Accounting, Finance, Business, Healthcare, or Retail/Hospitality Management preferred.
* Proficiency in Microsoft Office (Excel, Word, PowerPoint). Ability to learn and operate Montefiore systems (Outlook, SAP Finance/HCM, Talent Management, Kronos, CareCast, and other clinical systems).
* Strong organizational, time management, and multitasking skills. Must be customer service oriented, self-directed, and able to work autonomously.
* Must be able to float to various practice locations.

Shift: Monday to Friday 0830A - 0500P

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.