Administrative Supervisor-QHC-13500-001

Description The Administrative Supervisor is responsible for the overall functioning of the Departmental office and its subspecialty offices for all support staff services. Responsibilities Develops and maintains standard work for the use of computers in the department to facilitate record keeping, budget control etc.; prepares clinical, statistical, regulatory or governmental reports as required; prepares clinician appointment or reappointment packages; completes and submits payroll/HR actions for new hires or changes in employee status. Plan and implement upgrading of office systems and procedures. Day-to-day job requires discretion when handling confidential information such as salaries, clinical credentials and budgetary materials. Coordinates and schedules staff for annual mandatory Hospital and Departmental training. Serves as personal assistant to Director and Associate Director; writes correspondence, making appointments, setting up meetings and other tasks related to Department activities as may be assigned by the Director. Supervises provision of secretarial support for attending surgeons, Fellows and physician assistants; monitors administrative support and recommends changes, focusing on smooth and efficient administrative services. Provides support for the processing of collected data and statistics. Acts as a liaison between clinical/non-clinical staff to ensure teamwork. Ensures proper maintenance of Departmental files. Performs secretarial functions as required. Ensures that all staff have received computer security access, completed initial training successfully and receive ongoing training as necessary; prepares and conducts performance evaluations for assigned staff; communicates performance issues to Director of Service; identifies and communicates work responsibilities and expectations. Ensures that Attending staff, Fellows and Physician Assistants are compliant with licensures, registration certificates and all credentials required to be compliant with rules and regulations of staff appointment. Supervises office clerical personnel: delegates routine work to subordinates, checks work product for accuracy; anticipate staffing needs; assist in developing scheduling options for staff; ensures that all schedule changes are entered into the computer; evaluates performance. Maintains database on all personnel; assures the availability of evaluation tools. Performs as departmental liaison with HHC QHC administration and all areas of Mount Sinai Affiliate management such as Administration, Finance and Human Resources. Serves as initial contact for external regulatory and governmental entities making inquiries of various types. May interact with patients primarily on the phone and direct them to the appropriate party for problem solving. Responsible for following up with clinicians in regard to completion of medical records and operative dictations. Provides related duties as requested by Director of Service. Is able to perform work of other support staff under his/her supervision and will be called upon to do this during temporary absences or leaves. Qualifications -Position requires level of knowledge ordinarily acquired through completion of an academic or business high school education plus one year of college education or formal secretarial training in general office management and skills. A Bachelor?s degree is preferred. -A minimum of two years experience is required in office operations in a health care setting, including graded increasing responsibilities in the supervision and training of personnel. Personal computer skills including advanced knowledge of word processing and data base management and the demonstrated ability to track data and generate reports is required. Demonstrated organizational, problem solving and customer service skills are required. -Knowledge of office supervision, clinical administration, computerized record keeping and budgetary concepts at a level normally acquired through two years of progressively increasing responsibility and experience. -Problem-solving and analytical ability necessary to solve problems of moderate complexity (expediting credentialing, meeting reporting deadlines, resolving human resources management problems). Standard methods, guidelines, and procedures govern work performed. Discretion required in handling confidential clinical, budgetary and administrative matters. Job requires a high degree of accuracy. -Interpersonal contact skills are critical for good performance: good written and oral communication skills are mandatory in this senior management job, which is often the initial contact for external parties (private, regulatory, governmental) with the clinical department and institution. -Excellent communication and oral skills. -Knowledge of Medical terminology is essential. -Ability to supervise office staff, knowledge of clinical administration, computerized record keeping and budgetary concepts at a level normally acquired through two years of progressively more responsible experience. Employer Description Strength through Unity and Inclusion The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai’s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual. At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history. About the Mount Sinai Health System: Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time — discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients’ medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and