ADMINISTRATIVE SUPERVISOR

The Administrative Supervisor serves as managerial partner to the Technical Director in the running of operations at the Montefiore Breast Imaging Center. Manages non-clinical operations of the department smoothly and efficiently, ensuring optimal environment, patient experience, and associate experience.  Responsible for management of the following: regulatory compliance, payroll, scheduling, HR & staffing needs, budgetary/financial analysis and reporting, environmental needs,  and inventory management. 

RESPONSIBILITIES:

• Regulatory Compliance-Utilize tracking tools to track and schedule staff for required regulatory and educational competencies (i.e., Licensure, OHS, Performance Appraisal, etc.) Maintain employee's personnel files for regulatory compliance purposes. Conduct random regulatory audits and ensure all deficiencies are rectified.   
• Time and Attendance-Reviews, edits and completes daily electronic time cards for bi- weekly approval from the Technical Director (i.e., first person to resolve time card discrepancies related to shift swaps; missed punches, absences, latenesses, etc.). Track the time and attendance of all associates;  track over time and sick calls daily. Identify policy violations, draft disciplines, assist with scheduling of coaching/discipline meetings related to time and attendance. Update Kronos daily and identify/report any discrepancies to the Technical Director. This includes sick-follow up, missed punches, preceptor pay, LOAs, differentials, etc. 
• 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.
• 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). Manage and maintain inventory at PAR level. Track item usage and order supplies as needed on HighTouch and SAP. Manage and facilitate recalls.  
• Patient Experience-Assist in facilitating the optimal patient experience by participating in PI initiatives. 
• Budgetary/Finance-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.  
• HR related processes-Assist staff with questions related to Payroll, HR, Policy Guidance, IT Support, Talent Management, etc. 
• Track and manage all position requisitions though-out the Finance and HR process. Schedule interviews, assist with viewing resumes, and assist the Technical Director with interviewing. Assist with on-boarding and Departmental Orientation of all new associates (i.e., system accesses, personnel files, trainings, biometrics, badge accesses, etc.). Track workflows (initiate/approvals/deadlines), position activations, terminations, transfers, Master Data Reports, and any additional requested reports. Assists the Technical Director  in non-clinical employee-related investigations; assists in the preparation of reports, summaries, and creation of templated disciplinary notices;  Manage the discipline tracks for all associates.
• Oversight to clerical function-Provides oversight to unit clerical staff 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.
• Administrative support-Plan and coordinate meetings, meeting agendas, and meeting minutes.
• Other duties as assigned.

REQUIREMENTS:

• High School Diploma/GED
• Minimum 3 years Administrative/Managerial experience.
• Proficient in 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 be self-directed and have the ability to work autonomously. 
• Must have strong time management and organizational skills. 
• Ability to multi-task.
• Must be Customer Service oriented.

PREFERRED QUALIFICATIONS:

• Bachelor's Degree preferred and/or 3-5 years Administrative/Managerial experience. 
• Preferred background and/or exposure in related fields. (i.e., Accounting, Finance, Business, Healthcare, Retail/Hospitality Management, etc.)