Administrative Supervisor AWS - MSHP

City/State:

Grant Funded:

Department:

Work Shift:

Work Days:

Scheduled Hours:

Scheduled Daily Hours:

Pay Range:

• 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 D.0.N's Nurse Managers, 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

• 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